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PA to Services Director within Public Sector
£14.36 per hour plus uplift after 12 weeks plus holiday pay
37 hour
Temp to Perm
We are looking for an experienced Personal Assistant to join our client's team in supporting the Service Director within this public sector organisation. This role requires exceptional organisational skills, the ability to manage a variety of tasks, and proven experience in a similar position.
Requirements:
• Proven experience as a Personal Assistant or in a similar role within education
• Strong organisational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite
• High level of discretion and professionalism
Minute taking
Key Responsibilities
· To have an excellent proven knowledge of the full range of MS Office packages including Word, Outlook, Excel, PowerPoint and MS Teams.
· Arrange and organise Director's appointments and diary system, including scheduling and the tracking of actions
· To regularly manage Director’s mailbox, flagging important emails
· Arrange and service meetings, including venue booking, agenda preparation, collation and preparation of supporting papers and minute taking of accurate and clear notes as well as coordination of follow up actions.
· Reporting Process.
o Support the preparation of cabinet and corporate reporting procedures undertaken by the Director, including collation of information and tracking the progress of reports through the democratic process. To use an effective digital bring forward system to ensure the Director is equipped with necessary papers and briefing material for all meetings.
o To ensure all report follow-up is conducted in a timely and efficient manner.
o To support the Director with quality checking of reports as and when required.
· Project Management
o To have the ability to create project plans and progress actions to ensure deadlines and milestones are reached.
o Prepare the Director with feedback on deadline and milestone progress
· Research and Analysis.
o To conduct research for briefings as and when required and to undertake routine research and analysis on behalf of the Director.
o To circulate updates to senior officers and arrange internal events to update staff on new policies/government legislation.
· Ability to work under pressure.
o To use own initiative when working to tight deadlines and have the ability to re- prioritise workloads to meet deadlines.
· Budget and Expenditure Monitoring.
o To check accuracy of invoices prior to forwarding on to payment officer within Directorate.
o To prepare Directors travel claims including collation of receipts and to track payments are received in a timely manner.
· Knowledge
· Undertake other duties appropriate to the level and general nature of the post
· To arrange conferences and to be available to facilitate the event and provide confidential note-taking if required. Main activities would include agenda preparation, support with presentation preparation, collation of attendee responses, sourcing venue, ensuring equipment requirements are met as well as being aware of any particular catering/dietary requirements.
To also make all travel arrangements as and when required.
Job Types: Full-time, Temp to perm
Contract length: 3 months
Expected hours: 37 per week
