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Free Job description PA from the database
To optimise the time of the Director and manage and co-ordinate all incoming and outgoing business correspondence on their behalf.
Provide a comprehensive, professional and personal office service including full administrative and secretarial support.
2.Agree the development and maintenance of document management systems.
3.To monitor e-mail and correspondence and be able to bring essential items to the attention of the Director/team/deputies/ Operational Lead for action.
4.Preparation and management of meetings and organising external speakers. This will include drafting of agendas, production of formal minutes, dealing with action points, tracking progress and booking and management of venues.
5.Collation of relevant information, drafting of responses and preparation of correspondence on a wide range of routine and non-routine issues both internally and externally.
6.Co-ordinate and support the work of the Director and key programmes
7.Collation of raw data from internal and external sources on a regular basis and production into appropriate formats, e.g. spreadsheet, reports.
8.Provide administrative support for developing topics of interest as directed
9.Preparation of presentations
10.Provide and receive information electronically, verbally or in writing which may be of a confidential or sensitive nature and ensure this is communicated properly within and outside the organisation.
11.To be the initial point of contact by phone or in person for the Director and ensure that all enquiries are handled to the highest standard of customer care.
12.To ensure that financial procedures are followed in order to ensure the effective management of allocated budgets. Replace and order stationery and other stock items to ensure adequate provision for all work undertaken by the department.
13.To undertake any other duties commensurate with the grade and experience.
Professional qualification or degree.
GCSE English and Maths (grade C or above) or equivalent.
Recognised computer literacy course (e.g. ECDL level 2 or advanced or RSA III) or equivalent experience.
At least 12 months experience of working in similar environment.
Experience as a Personal Assistant.
Producing information including reports, spreadsheets etc.
Experience of providing secretariat support to meetings (including formal minute writing, preparation of agenda etc.).
Establishing and maintaining coherent and efficient office systems.
Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner.
Diary management and co-ordinating meetings and events.
Placing purchase orders and or being responsible for the replacement or replenishment of stationery.
1.Provision of a personal assistant service. This will include the management and production of all correspondence, diary management ensuring that all key meetings and events are diarised, appropriate time is available and paperwork is prepared.
Expected to use their own initiative and be able to work unsupervised, undertaking specific projects as and when necessary. The post holder must be able to plan and manage a range of complex duties, organise their work to meet deadlines and respond professionally to enquiries both internal and external to the organisation.
The role will require constant awareness of the work and key priorities of the team.
The postholder will be required to work flexibly, providing assistance as and when
necessary, which may involve them in a developing role.
The working relationship between all members of staff should be mutually supportive,
with staff deputising and covering for each other when appropriate.
The postholder is expected to co-operate in activities which line management
believes will contribute to personal and/or to team growth. This includes attending
supervisory sessions and training modules, both at their work base and other selected
venues of instruction.