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PA to Director of Finance Job Description
• To provide the Director of Finance, Procurement & Revenue Management with professional well organised administrative, secretarial and overall office management support.
• To be the focal point of contact and liaison between the Director and internal and external contacts.
• To prioritise workflow effectively and to plan, organise and re-schedule diaries accordingly.
• To oversee/manage key divisional business projects or initiatives.
To schedule the Director’s workload and diary, effectively and efficiently. To maintain the constantly changing diary, to organise and schedule meetings/conferences and required rooms, equipment and hospitality.
To provide administrative support to the Head of another dept as required.
To manage all the Director’s incoming correspondence and to exercise initiative in responding to day-to-day mail and telephone queries independently.
To arrange conferences, away days and staff forums, compiling the agenda and arranging hospitality.
Responsible for developing and maintaining effective office systems:
Maintain office HR records
Co-ordinating administrative support for the department
To organise and manage the office stationery, equipment and furniture budget as required.
To manage the circulation of information to the Procurement department and the Procurement Management team.
Experience of drafting correspondence to staff, managers and consultants at all levels.
Experience of effectively prioritising work to deadlines and working under pressure.
Able to use own initiative and offer sensible solutions to day-to-day problems.
Able to juggle and manage diary appointments and apply judgement when rearranging meetings.
Effective interpersonal skills including the ability to empathise with staff needs.
Highly customer focused with a flexible ‘can do’ approach to work.
Able to establish confident and effective working relationships with colleagues, managers and staff.
Experience of arranging conferences, away days and staff forums, compiling the agenda and arranging hospitality would be an advantage.
To ensure all relevant paperwork is available for meetings/conferences ahead of time.
Preparation of papers/documents for board meetings. Take minutes when necessary at a number of Management and Board meetings.
To manage raising purchase orders and processing invoices for all Finance, Procurement and Revenue Management
To prepare presentations on behalf of the Director of Finance, Procurement & Revenue Management.
To undertake ad hoc projects for the Director of Finance, Procurement & Revenue Management.
Required Skills and Experience
Excellent communication skills both written and verbal, with high level of attention to detail.
Intermediate to advanced IT skills using Microsoft Office, including: Word, Excel, PowerPoint and Microsoft Outlook.
Highly effective organisational and secretarial skills.