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Free Job Descriptions

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PA Office Manager Job Description provides a free database of real job descriptions for use in writing jd`s, recruitment and job search.

Job Summary

To provide a full range of secretarial and support services to the Head and Deputy Head of the department and workstream heads, ensuring a professional image of the organisation is maintained at all times.


To be the first point of contact for internal and external customers, managing, delegating and

directing queries to the most appropriate resource. A degree of flexibility with regard to both working

hours and practices is required in order to meet deadlines/timescales.

Main responsibilities-PA Office Manager Job Description

1. Organise and manage the work of the Head and Deputy Head of the Department to ensure their time is allocated to best effect-plan, and prepare diaries, appointments, itineraries, visits, travel

arrangements and accommodation (ensuring best value is achieved for attendance at conferences, courses etc).


2. Work on own initiative, being aware of others` roles and responsibilities in order to inform and assist where necessary. Manage existing workload against incoming requests, both internal and

external, constantly updating and re-prioritising accordingly. Interrogate callers using problemsolving techniques to ensure that they are passed to the appropriate resource.


3. Facilitate departmental meetings-co-ordinating diaries and booking venues both on and off-site.   Advise attendees, formulate agenda and supporting papers. Prepare briefing packs, collating of relevant paperwork, arranging refreshments/equipment as required, taking and transcribing minutes and circulating in a timely fashion, providing advice and information during the course of the meeting when called upon to do so, ensuring that the key points of business are accurately  recorded along with associated actions and decisions.

Main responsibilities [cont] PA Office Manager Job Description

Knowledge, Skills and Abilities-PA Office Manager Job Description

 6. Maintain an effective filing system to ensure quick and easy recovery of archived papers. Manage

Refer Back system for paperwork where appropriate.


7. Promote a professional and caring image of both Organisation and Department. Be aware of and

adhere to company Policies. Have knowledge of the DATA Protection and Freedom of Information Act, ensuring all requests for information falling under this remit are dealt with in accordance

with company Policy.


8. Oversee the maintenance of sickness/annual leave and also ensuring the keeping hard copies together with medical certificates/self



9. Oversee the maintenance of mobile phones/pager contracts-obtain monies from staff (where

relevant) for use of mobile phone for personal calls. Record and send monies to Finance,

obtaining receipt.


10. To participate in the company performance review process and take responsibility for identifying your own

professional and career development needs.


11. To undertake regular appraisals of your staff in accordance with the company review process and take responsibility for helping to address their professional and career development needs.

PA Office Manager Job Description

 Five years experience in a Personal Assistant/Senior Secretary role and/or suitable qualifications i.e., Institute of Admin Management/Management Diplomas


Must have supervisory experience in the management of administrative staff.


Must have proven knowledge and experience of Microsoft office systems.
















Must be able to generate routine memoranda/letters/management information in reply to enquiries, both for self and on behalf of other staff.


Must be able to develop and maintain filing systems, in an accurate, logical and efficient manner, and also operate a `refer back` system.


Must be able to Communicate well-both orally and in writing.


The ability to work on own initiative, problem solving and making sound based decisions is essential. The individual should be able to work in a demanding and pressurised environment by prioritising own workload within strict timescales.



 PA Office Manager Job Description


 RSA III Word Processing.


ECDL or similar qualification in a full range of computer applications including Word, Excel, Access, Powerpoint, Scheduler, Outlook.




Must be flexible with regard to working hours to meet the needs of

organisational timescales and demands.


Must have an understanding of, and be committed to equal opportunities.










PA Office Manager Job Description

4. Liase with a range of internal and external customers including those from other

agencies/partnerships. Facilitate itineraries for their visit.


5. Receive, assess and process all incoming correspondence to the SMT. Log all letters of complaint and appreciation. Monitor progress and ensure adherence to deadlines by relevant party.