Job Title:

Executive Secretary

Department:

Reporting To:

Head of Technical

Site:

Job Purpose:

To report directly to the Head of Technical with responsibility for the day to day interaction to help initially to determine the Centre of Excellence and once fully established maintain the documentation required to deliver the requirements.  The ES (COE) will ensure that the requirements of the Company Policies, Rules and Charters in relation to the Technical Department are understood and implemented.

He/She shall provide support to the Authorising Engineers especially including audit scheduling and documentation control.

He/She shall help to ensure that all documents required for the Centre of Excellence are kept in a logical and retrievable manner and that the Technical library is up to date and functioning.

Key Responsibilities:

SHEQ

• To ensure that all aspects of work under the ES (COE)’s sphere of responsibility are effectively carried out providing Health and Safety, Environmental and Quality inputs as per Engie’s policies and procedures.

Commercial

• To understand the requirements of the training budget and organise training as required.

Delivery

• To ensure that good working relationships are maintained with the Directors, Contract Managers, and Authorising Engineers and that all work is conducted in a manner which ensures that all of the day to day aspects of the service required are delivered.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Conduct research and prepare presentations or reports as assigned.

General

• To represent the Company in a positive manner to Customers (internal) and any external agencies, by reasonable dress and demeanour and ensure the Technical Department work area and all Company property are maintained in a safe, clean and tidy condition.
• The ES (COE) must be quick and professional with great time-management and multitasking abilities.
• The responsibilities outlined are not intended to be exhaustive and other duties maybe required from time to time including covering for management during absences.
•  

To ensure that the Head of Technical is kept well informed of all aspects of the Centre of Excellence’s performance which may impact upon the safe, efficient, reliable and cost effective operation of delivery of the requirements 

Contribute such that the individual & team are fulfilling any agreed KPI’s and SLA’s for the Centre of Excellence and AE/AP regime. 

Skills Required:

• ENGIE Competencies required include:
• Individual Contributor
• Collaborating
• Commerciality
• Communicating
• Contributing
• Delivering
• Planning

Qualifications:

• A recognised Secretarial or Administration Qualification
• 10 years’ experience in a secretarial role
• Must be multi-skilled with relevant experience of working with:
• Microsoft Office Packages
• Microsoft Project
• The role requires the post holder to carry out administration tasks in relation to the Centre of Excellence so good IT skills are essential.

Other Requirements: