TopJob Recruitment are looking for a part time PA for our client based in Colchester. This role is a 4 day a week role and our client can be flexible on which day's Monday - Friday are worked. This roles is for 3 month's and they are looking for someone who can start immediately so please only apply if you have the relevant experience, can start immeidately and can work 4 day's a week.
Job Title:
Personal Assistant
Executive Team
Responsible to: Chief Executive
Contact with: Officers at all levels in all Groups, Members, the public, partnership leads and other partnership organisations
Purpose of job: To provide a comprehensive, efficient, thorough and effective support service.
1. Plan, review and provide a comprehensive, efficient and effective support service for the relevant group of the Senior Management Team to ensure the effective use of time to enable them to concentrate on carrying out their strategic duties effectively and efficiently, including the management and maintenance of a comprehensive and up-to-date electronic diary and management of relevant e-mail accounts.
2. Manage and contribute to the overall provision of PA support for the relevant group of the Senior Management Team to ensure its smooth running and that high standards are met. Use own initiative to problem solve and resolve enquiries where possible ensuring performance standards and a high level of customer excellence are achieved. Ensure the proper application of the policies and update systems to ensure that all Officers follow Corporate strategies, procedures and guidelines and meet the needs of legislation.
3. Provide a comprehensive and efficient support service to the Senior Management Team as a whole to ensure continuity of support at all times and provide ad-hoc support to Cabinet and across SMT where necessary. Develop systems of work across the Senior Management Team support service to ensure that processes are carried out in the most efficient manner utilising the principles of the UCC FSR.
4. Manage the communication channels between the Senior Management Team and members, political structures, partner and external organisations, Members of Parliament, government bodies, staff and customers. By keeping abreast of current developments, use knowledge, initiative, tact and diplomacy to filter, disseminate and prioritise communication to maximise the effective use of Senior Management Team time and stakeholder relationships (“picking up the vibe” and acting accordingly).
5. Organise, facilitate and attend, when required, meetings and appointments for the relevant group of the Senior Management Team, taking minutes where necessary, to ensure the effective use of time and to provide a forum for decision making. Co-ordinate the forward planning of meetings to ensure timely collation and distribution of agendas and papers and co-ordination of all other requirements, using corporate tools available, for relevant meeting to ensure the smooth running and to support effective decision making.
6. Support the formal decision-making processes of the organisation by ensuring the timely and accurate co-ordination, consultation and submission of reports for Cabinet, Committees, Panels and Portfolio Holders, co-ordinate responses where appropriate and ensure that relevant decisions are reported/published in accordance in accordance with Corporate policies, procedures and guidelines.
7. Co-ordinate, collate and provide comprehensive and accurate operational and financial performance report information from each relevant service area to inform senior management and Members and to meet statutory and Council obligations, including the co-ordination of service plans and collation of information for the Strategic Plan Action Plan and Corporate Performance Reporting.
8. Respond to routine correspondence and enquiries for the relevant group of the Senior Management Team and co?ordinate responses on more complex issues. Progress and chase on projects and assignments undertaken by these Officers and facilitate solutions when requested, providing a proactive policing / monitoring role for the timely dissemination and collation of information.
9. Proactively maintain and update a variety of computerised record systems to ensure that all information held is accurate, complete and current. Proactively review paper records to shift from paper-based to electronic recording systems. Develop systems of work to ensure that records are held, maintained and shared in the most efficient manner.
10. Research, design and produce high quality PowerPoint presentations and other graphical presentations showing flare and creativity.
11. Co-ordinate and participate in projects on behalf of the service area as required.
Person Specification
The following are the qualifications or equivalent experience that apply to this role:-
We also hope that you have:
· RSA II in Word Processing or equivalent skill level
· English GCSE or equivalent
· Shorthand or similar qualification
· Educated to NVQ Level 3 standard in Business and Finance or Administration
Skills
We expect/hope you have:
· Ability to handle confidential information ensuring diplomacy and awareness of sensitive issues and information.
· Letter and report writing skills
Administration
· Be able to use and work on own initiative
· Be able to work unsupervised
· Be able to work well as a team and alone
· Possess excellent written and oral communication skills
· Be methodical and organised
· Be able to forward plan, monitor and prioritise
· Have attention to detail & accuracy
· Be able to work under pressure
Impact and influence
· Be able to negotiate
Project Management
· Be methodical and able to problem solve
IT Skills
· Microsoft Office365 applications (Outlook, Word, Excel, PowerPoint)
The following are any physical or special attributes that apply to this role:
We also hope that you are able to:
· Work flexibly as appropriate
· Attend evening meetings/external meetings as required?
· Be able to work unsocial hours as required?
Please note: Top Job Recruitment is an agency recruiting on behalf of our client.
We will require you to register with us to put you forward for our vacancies.
You can complete your registration in our office or from the comfort of your own home by clicking the below link suitable to your chosen work sector.
Our location: https://bit.ly/3um4Xs1
Click here to regsiter online ; https://bit.ly/3OYFm06
Please click here to see the document guide of what is needed.
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