Personal Assistant to the head of service - DUDLEY COUNCIL

Job Description

To draft replies to certain correspondence for HOS consideration

• To acquire data, research information and draft documents/reports/presentations
• To be flexible in office attendance times, this may require early attendance or late attendance on occasions to assist the needs of the service
• To co-ordinate complex scheduling and extensive calendar management (including virtual meetings), often managing multiple in boxes, as well as management of content and flow of information to relevant staff
• To effectively prioritise and organise/book venues, events, meetings, conferences, invitations, travel arrangements, refreshments for the Head of Service
• To organise internal team communications for service area and plan events, internally and off-site
• Maintaining an office set-up that optimises work flow
• Maintaining and populating Structure Charts for Childrens Services
• To solve general IT issues and refer more complex issues to the IT Department
• Handling HR and recruitment duties, including on-boarding new staff members and training employees where necessary

Acting up to provide full executive cover for Assistant Director when required Supporting coordinating and timetabling visits/inspections from Ofsted/DfE/Partner organisations

• To develop and maintain appropriate filing and recording systems both electronically and manual records
• To guide/supervise work carried out by the any lower level administration/clerical staff encouraging high standards of work and prioritisation of workloads
• To take the initiative and act on behalf of the HOS to resolve issues via contacting relevant members of staff by filtering and screening telephone calls and emails
• To proactively identify opportunities for delegation of work where appropriate to other officers within the Council
• To support the HOS and/or nominees required in dealing with complex enquires, correspondence, complaints from Elected Members, Senior Management, Employees, Members of the Public and Media/Press as and when required
• To handle and co-ordinate all Councillor and MP enquiries, ensuring they are logged on the Council system, directed to relevant person to respond, track progress to ensure compliance with statutory deadlines
• To handle and co-ordinate Complaints and Freedom of Information requests ensuring compliance with statutory deadlines
• To liaise with External Partners as and when required
• To handle and process invoices, ensuring correct budget codes are assigned to various areas of work
• To conduct forward planning to ensure that appropriate/relevant arrangements are made, materials prepared and papers collated for meetings, seminars and conferences. Tracking as appropriate to ensure documents are ready and submitted
• To frequently check the Divisional Leadership Team Forward Plan for reports/updates due and diaries to send out prompts and reminders to relevant staff well in advance, to ensure deadlines are met and reports are produced in accordance with the timetableslaid down by the Authority
• To take responsibility for sorting all post received by HOS and extract any items deemed not necessary for the HOS personal attention. Pass on urgent items to ensure that they are actioned as soon as possible To maintain a professional working knowledgeof the relevant functions and responsibilities and key objectives of the HOS Director and/or nominee/s ensuring strong networks with Executive Assistants/Personal Assistants/Secretaries across the authority and partner organisations
• To prepare meeting agendas, perform research for meetings and take confidential minutes of board/high level meetings. Obtaining approval of minutes and distributing appropriately
• Taking extensive and detailed confidential minutes at Hearings/ Grievances/ Disciplinaries
• Taking dictation of correspondence/reports and transcribing. Audio typing and proof reading
• To take own initiative with relevant agencies in respect of any action deemed necessary and circulation of any correspondence required with the Authority
• To co-ordinate/record Heads of Services, SMT , DMTs annual leave, sickness, one to one meetings and annual PRDs

• are commensurate with post holders level, wherever they may be, to achieve the objectives of the Directorate
• To represent the Council Directorate in a professional manner meeting the Corporate and Directorate aims. To comply and have knowledge of Directorate and Corporate policies and procedures
• If appropriate to be responsible for the recruitment and performance management of designated teams and individuals in accordance with Corporate and Directorate aims and management style
• To comply with the councils Financial regulation and standing orders
• To actively promote Dudleys commitment to Safeguarding and promoting the welfare of children, young people and vulnerable adults at a level appropriate to this role and setting
• Employees must comply with health and safety legislation and will be required to comply with reasonable care of their own health and safety as well as the health and safety of any person that is affected by their actions
• To be responsible for adhering to legislative requirements and Council Policies and Procedures including, but not exclusively Health and Safety, Data Protection and Internet/Email use

Connect2Dudley, part of Dudley Metropolitan Borough Council & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.

Keyskills :
PA required for Children's Service Executive Support Team