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1)To provide administrative support to a high level to the Departmental Manager and Head of Planning
2)To ensure efficient operation of all required administrative, financial and office record systems.
3)To be the first point of contact for internal and external queries.
1)Extensive diary management for the two managers including booking venues, hospitality and travel where required and effectively managing their time against competing priorities. This includes:
a)tracking routine meetings against a tight schedule and ensuring that time allocation is sensible
b)looking far enough in advance to resolve clashes in both diaries
c)forward planning, to include:
i)confirming travel, itineraries and briefs where necessary
ii)chasing and collecting meeting papers where necessary
2)Working with the Departmental Manager to ensure the department meets its Health and Safety responsibilities, including maintaining the appropriate level of First Aiders, Fire Wardens and representation on the Health & Safety committee. Ensure that all recommendations as a result of regular H&S reviews are implemented and maintain staff DSE training records.
3)To assist the Departmental Manager in the induction of new staff. Ensure leavers and new joiners checklists are completed in accordance with regulations.
1.Advanced knowledge of MS Excel and Outlook. Intermediate knowledge of MS Word, PowerPoint and myBusiness (SAP) required including the ability to raise freelance payments as well as Artist Requisitions.
2.Proven ability to be able to juggle two extremely busy and complex diaries in a pressured environment.
3.Proven ability to be able to work for two people and to be able to prioritise accordingly.
4.Exceptional demonstrable organisational skills. And a thorough and systematic approach to routine administration and paperwork, paying attention to detail and accuracy.
5.Well-developed interpersonal skills and an ability to communicate effectively at all levels and maintain good relationships with key contacts.
6.High level of numeracy.
7.Ability to work on own initiative and demonstrate problem-solving capability.
8.Ability to work as part of a team, be capable of meeting deadlines and remain calm under pressure.
9.The ability to exercise tact, discretion and courtesy in all dealings with colleagues and other contacts both in person and on the telephone.
10.Ability to plan the variable workload of others, making allowance for unforeseen circumstances and co-ordinating with other teams.
1.Ability to communicate effectively with people at all levels and build strong relationships with both clients and external suppliers.
2.Excellent telephone skills combined with tact and patience when dealing with queries.
3.Good persuading and influencing skills.
4.The confidence to prioritise own workload and act
Management Assistant Job Description 2
4)Provide administrative support including processing expenses for the 2 managers, as well as processing annual leave and sick leave records and working with the Departmental Manager to ensure that a monthly report is submitted to HR.
5)To liaise over staff mobile telephones, to ensure the correct recharging.
6)To process additional payments and deal with any queries from staff about entitlements.
7)To ensure that stationery supplies for the department are maintained and ordered on a timely basis and monitor expenditure.
8)Maintain detailed records of expenditure on IT, accommodation, training, equipment, mobile phones, water, newspapers, etc. Keep records of equipment loans.
9)To help project manage accommodation moves as necessary. Additionally, liaise with facilities management and process requests for furniture, telephone work and carpentry, ensuring that the work is carried out and goods are delivered.
10)To assist the Head of Planning with the Project Approval process ensuring that actions are captured and followed up on in a timely manner.
11)To provide support to the Indie, programme management, recruitment and rollout management process as required.
12)To work with the Departmental Manager to maintain a database of freelancers/ contractors across all skill sets.
13)To filter calls and visitors and to judge the relative priority of calls and visitors.
14)To contribute to the specification, subsequent development and operation of all office, administration and recording systems to meet changing requirements.
15)In conjunction with the Departmental Manager, be responsible for the work experience programme for the department; maintain records, ensure that diversity commitments are met, process contracts and liaise with the central work experience department within Recruitment Services.
16)To be aware of the full extent of the financial and purchasing authority of the post and to ensure that this authority is exercised in accordance with financial arrangements.