PS to Garrison Commander
Job Introduction
We currently have an opportunity for a PS to Garrison Commander to join our team. This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.
Role Responsibility
- To act as secretary to Commander’s meetings as required, as well as any other meetings/visits as directed by the line manager, including provision of agendas, Elizabeth Cross and Memorial Scroll presentations booking of accommodation, liaison with participants to ensure attendance and the production of written records.
- To ensure the Chief of Staff is fully aware of the issues the Garrison commander is engaged in.
- To co-ordinate the Garrison Commander’s diary with the Chief of Staff.
- To open and prepare the Commander’s office (if directed to do so) first thing in the morning; and then tidy and secure it at the end of the working day.
- To deal promptly with all incoming and outgoing correspondence both manual and electronic, including urgent delivery of local papers.
- To prepare and distribute Gar Commander’s weekly programme, long term forecast, visit programmes and management of his diary, ensuring all arrangements are in place, including transport, accommodation requirements and the assembly of appropriate briefs.
- To ensure accurate and timely completion of all Garrison Commander’s MS tasks. To liaise with the SO2 G1 to ensure deadline dates are met.
- To prepare documents, utilising the DII system, using Word, Excel, and PowerPoint as required; to draft letters as instructed. Audio typing skills would enhance efficiency.
- To ensure document security and information sensitivity at all times.
- To carry out general office administration tasks as required by COS and SO2 Plans.
- To manage the hospitality book for the Comd and other Garrison Staff Officers.
- Ownership of Garrison photocopier.
- Responsible for the use of the Garrison VTC including the co-ordinating of bookings, and preparations for presentations.
- Maintenance of the Garrison web page.
- At the direction of relevant Authority Personnel perform duties in accordance with the Staff Duties for Secretarial Support Staff (Para 2, Appendix 3, Section 7 of Part 3 to Schedule 4 of the Project Agreement).
- No specific budget. However is required to manage resources effectively and within the guidelines, e.g. transport and subsistence.
- Guidance and liaison with Gar Comd’s driver. At time a focal point and continuity with external stakeholders including the Mayor’s office, Colchester Borough Council and Essex County Council.
The Ideal Candidate
Essential
- IT qualification (e.g. ECDL) to Intermediate level
- 5 GCSE’s Grade A-C
- Demonstrable organisational and planning skills
- Excellent interpersonal skills
- Demonstrable written communication skills
- Ability to work to tight deadlines
- Proven ability to prioritise between tasks for different managers
- Demonstrable clerical/administrative experience in busy office
- Experience of producing documents such as letters, reports, databases, spread sheets, PowerPoint slides, using Microsoft office
Desirable
- NVQ in Administration
- Experience of working in a military environment
Package Description
Maternity Cover
About the Company
Sodexo is committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).
In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.
With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.
