Executive Secretary in Kingston upon Thames

At Taylor Wimpey, we don’t just build houses; we build futures. Not just for the people who live in our homes, but for our own people too. When we bring our collective skills together, we make amazing things happen - for ourselves, for each other and for our customers. There are incredible opportunities on your doorstep, and we want you to discover them all. With 22 regional offices across the UK and operations in Spain, we bring our vision to life locally. Here, you’ll be given the tools to develop your skills and the freedom to explore new avenues. Share your ideas, experience a no-blame culture, and shape your work around your life. Every single one of us plays a vital role in bringing to life incredible places and spaces, where anyone can thrive. We believe in making a positive difference to our planet, as well as to people.

Job Summary

To deliver an efficient, customer focused professional secretarial service. To ensure the effective and accurate processing of Directors’ correspondence, documents and systems in line with their business needs. To oversee the effective practical operation of the Taylor Wimpey regional office.

Primary Responsibilities

• Secretarial Processes

• Multi-tasking to ensure compliance with office procedures and controls.
• Ensure that standard weekly / monthly processes are completed in good time.
• Maintenance of records and filing.
• Diary management.
• Telephone liaison and message taking at all levels.

• Ensure Managing Director has appropriate documents for meetings / visits etc.
• Attend meetings, as required by the Managing Director as minute taker.
• Emails – Monitor Managing Director’s Inbox when away from the office e.g. site visits / annual leave. Manage emails and collate and deal with any urgent queries where appropriate.
• Action HR procedures and follow them up afterwards. Taking care of new starters and leavers, preparing offer packs, contracts, references, etc. Liaising with Line Managers to ensure a smooth entry/departure from the business.
• Oversee the smooth running of reception.

• Maintain all staff personnel files in accordance with current HR procedures.
• Monthly payroll updates (add new starters / leavers to payroll system / update fares allowances for site-based staff / monitor maternity/ paternity leave / statutory recoveries / student loans / driving offences plus any other ad-hoc payroll requirements which may arise.
• Scanning HR Files and all HR Documents onto individual employees’ electronic files on My HR Payroll system.
• Absence Management – Manage sickness on a weekly basis using internal system and external Bupa system. Monitor and report all instances of staff absence – use BUPA system to monitor trends and notify line managers where appropriate.
• Liaising with Departmental secretaries as and when required to follow up required paperwork.
• Attend when required any Disciplinary / Grievance Meetings as note taker for HR / Line Manager.
• Maintain staff and Directors’ holiday charts.
• Company cars – maintain records for all Company car users, order replacement/hire vehicles, maintain P46 tax records for Company car users.

Experience, Qualifications, Technical Requirements

• Must have exceptional administrative and organisation skills, ability to multi-task and be able to prioritise workload.
• Excellent telephone manner is essential.
• Must be able to work on own initiative and be extremely flexible with regards to daily work.
• Ability to work under pressure and demonstrate complete confidentiality.

What we offer at Taylor Wimpey

At Taylor Wimpey, we are committed to enabling you to make a home with us. Our work is not just about building homes; it's about doing work that matters, making a positive impact on the lives of our customers and the communities we serve. We enjoy many benefits as standard, including excellent retail discounts, company funded life insurance and private healthcare, and access to a quality pension scheme with company contributions. We also offer our discounted house purchase scheme, car leasing scheme and share plans, as well as the opportunity to tailor your benefit package to suit your needs with options such as buying extra annual leave or adding dependants to your benefit cover. Our total reward offer works perfectly with our culture, we are a welcoming community where everyone can feel at home.

We create a home to your future by providing opportunities for growth and development. We offer industry leading professional training and development, which supports you to unlock your potential and fulfil your career and personal goals in a variety of opportunities and environments. We look to develop our people in the skills and areas they are most interested in, leveraging your qualities and appreciating your unique competencies, skills and expertise that, when we come together, make this a great place to work.

If you want to do work that matters and build a career that lasts, make a home at Taylor Wimpey.

Inclusivity Statement

As a proud Disability Confident Employer, Taylor Wimpey is committed to creating a diverse and inclusive workforce. We actively collaborate with individuals who have disabilities and long-term health conditions which have an effect on their ability to do normal daily activities, ensuring that barriers are eliminated when it comes to employment opportunities. In line with our commitment, we guarantee an interview to applicants who declare to us during the application process that they have a disability and meet the minimum requirements for the role.