Working on behalf of a leading local organisation, we are currently recruiting for a skilled and highly motivated individual who can provide consistently outstanding and seamless business support to the Corporate Management Team.
Able to demonstrate high level secretarial/PA skills, the successful applicant will be the first point of contact for all incoming communications, and will therefore require a proficiency in task assessment and prioritisation to take responsibility for determining the nature and level of the response required for each enquiry.
Excellent customer service skills will be an imperative part of the role, to ensure the development of strong working relationships with both internal teams and external agencies, as well as a continuity of high-quality service and a uniformity of approach.
This is an interesting and extremely varied role, which will require the daily use of initiative to coordinate and complete a range of tasks. A typical day might involve drafting correspondence on behalf of the Corporate Management Team, or undertaking research for reports and letters, identifying and highlighting key issues in doing so. In addition, you may be asked to interpret and analyse complex information to produce briefing papers and background information to ensure that Corporate Management Team members are full briefed and prepared prior to meetings.
Please note this is a politically restricted post.
Duties and responsibilities:
- Providing high quality administrative support to executive-level members of the organisation as required, for example:
- Responding in full to all routine correspondence identifying and escalating any areas of concern as well as coordinating all responses in a timely manner
- Undertaking project work and research on local and national issues, as well as having the ability to gain a strategic knowledge of the area and the impact it may have on the work of the Corporate Management Team
- Monitoring expenditure against cost centres
- Raising invoices and raising and receipting purchase orders
- Using standard forms and paperwork to check and allocate charges to the corporate credit card
- Coordinating internal and external meetings, producing agendas and accurate minutes whilst working with discretion and confidentiality at all times. This may, on occasion, require working outside of core hours
- Managing Corporate Management Team diaries as well as planning local, national and international travel arrangements
- Arranging special events and visits of external high profile guests
- Dealing with highly confidential, contentious, time specific issues which will involve well-organised liaison with many teams within the organisation
- Producing, maintaining and storing financial information which may be of a sensitive nature and only available within a small group of people
- Working effectively as part of a well-organised team of Executive Assistants and co-ordinating the workloads and day-to-day activities of the Personal Assistants within the Team
- Working closely with the line manager to identify and resolve performance issues through training, coaching, exchange of good practice and constructive feedback
- Monitoring and maintaining an adequate level of cover within the team
- Participate in one-to-one meetings with the line manager to discuss matters such as personal and team performance, attendance, cover, team objectives, training needs and the annual appraisal process
- Using initiative to respond to issues and resolve matters as they arise, on behalf of the Corporate Management Team
- Ensuring that effective communication systems are in place for liaison with colleagues, Councillors, MP's, external organisations and key individuals. This can sometimes involve managing expectations and dealing with challenging behaviours.
Skills and experience required:
- GCSE Maths & English at Grade C or equivalent, evidence of further education to A Level standard or beyond, or demonstrate relevant experience
- Recognised/appropriate secretarial training (RSA, BTEC etc)
- The European Computer Driving Licence (ECDL) or CLAIT, or an ability to demonstrate equivalent experience or aptitude
- Experience in a previous PA/ secretarial or managerial environment to include:
- Organising events and meetings
- Coordinating internal and external meetings, producing meeting agenda's and accurate minutes
- Drafting reports and briefings
- Carrying out research
- Producing and maintaining financial information to management
- Dealing with senior members of staff, Members and high profile/influential external contacts or equivalent
- Prioritising and managing own and relevant team members' workload
- Responding to non-standard queries
- Experience of working with confidentiality and discretion
- Ability to use a Document Management System
- Monitoring budgets, raising orders through a financial system
- Ability to use initiative to make decisions on behalf of directorate
- Excellent customer care skills.
- Monday - Friday, 37 hours per week to be worked between the core hours of 8.30am - 5.00pm. You may occasionally be asked to work beyond core hours
- You will be required to coordinate hours of work with other Executive Assistants to ensure that there is office cover between the hours of 8.30am and 5.00pm.