Personal Assistant

Job Description

Job Title:Personal Assistant Band:Band 4 Salary: £12.86Responsible to:Executive AssistantLocation: Derby (DE1)Hours: Mon-Fri 37.5 HoursDuration - 6 MonthsMust have - NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience*** Looking for a Candidate to start immediately******* Role Closes on Friday 14/07/23 so CV submissions need to be with me in 48 hours then interview stages will take place next week *** Responsibilities:

• The post holder is a key member of the Functional Directors support team and to ensure high quality administration and support is provided at all times, enabling the Functional Directors to work effectively and to provide and support a positive imageof the ICB;
• The post holder will be responsible for a high level of administrative duties, managing their workload and take decisions within defined administrative policies;
• Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example:
• Preparation of agendas and minutes, taking appropriate follow-up action as required;
• Supporting the team with the management of projects, gathering information and undertaking enquiries as and when is necessary for the head of department, teams and the department;
• Plan and manage the Functional Directors diaries ensuring their time is utilised to full affect and ensuring internal and external meetings are robustly organised;
• Provide confidential and timely inbox management to their designated Functional Director;
• Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively;
• Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate;
• Undertake Loggist duties at both internal and external meetings including Strategic and Tactical meetings of the Local Resilience Forum (LRF);
• Produce high quality reports, presentations, letters and other correspondence on behalf of Functional Directors;
• Provide administrative support for Committees and Subcommittees which are within the Functional Directors remit;
• Ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team;
• Plan, prioritise and manage complex and conflicting workloads;
• Work with other PAs within the team to ensure that appropriate cross cover is provided;
• The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager;
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Experience:

• Significant administrative/ secretarial experience including initiating and maintaining office systems;
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information;
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access;
• Understanding of Confidentiality and Data Protection Act;
• Minute Taking.
• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users;
• Ability to work under pressure in a busy working environment and able to multitask;
• Effective team working.
• Ability to work without supervision and ability to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
• Ability to maintain confidentiality and trust;
• Professional, calm and efficient manner;
• Commitment to continuing professional development;
• Positive and flexible approach to work;
• Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary;
• Ability to travel independently across the region and occasionally beyond.

The Recruitment Co. is an equal opportunities employer and were committed to diversity and inclusion in the workplace.