Project Secretary

Scope of Work:

The Contractor shall provide professional secretarial, administrative, and reception support services to Kent's Woking office. The services are required to support the efficient operation of office activities, onboarding processes, meeting coordination, travel arrangements, office compliance requirements, and front-of-house reception cover.

The engagement is for a period of 12 months, with the possibility of extension, and is expected to require approximately 8 hours per day, Monday to Friday. The Contractor shall determine the manner in which the services are delivered while ensuring agreed deliverables are achieved and office operational requirements are met.

Key Requirements:

Deliverables of the individual contactor:

• Coordinating onboarding administration for new starters, including arranging IT equipment, access passes, and required system access, whilst monitoring and escalating requests as necessary.

• Processing and coordinating new supplier requests and procurement administration.

• Organising employee collections, gifts, and staff recognition activities.

• Coordinating lunches, refreshments, and catering requirements for meetings and office events.

• Arranging travel and accommodation through approved corporate travel providers.

• Formatting and updating CVs in accordance with Kent corporate standards.

• Supporting induction arrangements for new employees.

• Assisting with document management, archiving, and office clear-desk compliance initiatives.

• Supporting the maintenance of Aberdeen office compliance records and documentation.

• Conducting monthly checks of office first aid kits and maintaining associated records.

• Providing general administrative support services as required by the office management team.

• Reception & Front-of-House Deliverables

  The Contractor shall:

• Provide professional reception services, welcoming visitors and coordinating visitor parking requirements.

• Answer, screen, and route incoming telephone calls appropriately.

• Provide accurate information to visitors, clients, and employees via telephone, email, and in person.

• Support office security procedures through visitor management, badge issuance, and liaison with the landlord's reception team.

• Maintain a professional, organised, and presentable reception area.

• Utilise advanced Microsoft Office skills, including Word, Excel, and PowerPoint, to support office activities.

• Coordinate meeting room management, ensuring facilities are prepared and operational prior to meetings.

• Arrange and coordinate catering services for meetings, including refreshments and lunches.

• Receive, sort, and distribute incoming mail and deliveries.

• Arrange courier collections and deliveries as required.

• Coordinate taxi bookings and maintain booking records.

• Order, manage, and distribute office stationery supplies.

• Manage PPE ordering and stock control.

• Maintain office catering supplies, including tea, coffee, milk, sugar, fruit, and related consumables.

• Maintain records of maintenance contractors attending the office.

• Provide reception cover during lunch periods, planned absences, and holiday periods as required.

We are committed to our diverse and inclusive community - a place where we can all be ourselves, thrive and develop. From day one, we offer a range of family friendly, inclusive employment policies, flexible working arrangements, and employee networks to support staff from different backgrounds.

As an Equal Opportunities Employer, we value applications from all backgrounds, cultures, and abilities.

We’re a disability-friendly employer and can make adjustments to support you to perform at your best during the recruitment process. Please contact us confidentially at recruitment.uk@kentplc.com to find out how we can support you.