PA to Chief Officer

Job Description

£12.47 per hour PAYE3 month Contract - Monday to Friday - 9:00 to 5pmRole Overview:To provide full secretarial and administrative support to the Chief Officer and/or nominees as when required, to be proactive and undertake comprehensive management of appointments/ conferences and deal with enquiries on a day to day basis. To provide a wide range of high level professional, confidential, efficient and effective secretarial/ administrative duties to support the Chief Officer and/or nominee/s as and when required:Specific Responsibilities:• To provide confidential and discrete secretarial support to the Chief Officer and/or nominee/s as and when required• To contribute to reviews of the Division to improve service delivery• To organise office cover as required and be flexible in office attendance times, this may require early attendance or late attendance on occasions to assist the needs of the service• Coordinate/ organise effectively through active management of diaries to schedule meetings that are linked to forward planning activities, anticipating needs. Effectively prioritise and/or organise/book venues, events, meetings, conferences, invitations, travel arrangements, refreshments and other demands on the Chief Officers time• 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 priorisation of workloads• To take the initiative and act on behalf of the Chief Officer/s resolving issues via contact with members of staff and others filtering and screening telephone calls, e-mail and to proactively identify opportunities for delegation of work where appropriate to other officers within the Authority• To proactively identify as early as possible where potential unmovable clashes will occur and pre-empt, where substitute employee is appropriate, who is likely to attend and take necessary action• To support the Chief Officer’s and/or nominee’s required in dealing with complex enquiries, correspondence, complaints from Elected Members, Senior Management, Employee’s Members of the Public and Media/Press as and when required• To conduct forward planning and office systems to ensure that appropriate/relevant arrangements are, made materials prepared and papers collated for meetings, seminars and conferences alike• To take responsibility for sorting all post received by recipient and extract/action any items deemed not necessary for the Chief Officers personal attention. Pass on urgent items to ensure that they are actioned as soon as possible to relevant parties and remove items that do not need personal attention by the recipient to ensure that time is not wasted on double handling• To maintain a professional working knowledge of the relevant functions and responsibilities and key objectives of the Chief Officer/s and/or nominee/s ensuring strong networks with Personal Assistants/Secretaries across the authority and partner organisations• To consult and liaise with other senior management with the Authority to ensure Committee Reports are produced in accordance with the timetables laid down by the Authority• To take confidential minutes of meetings, production if briefing notes, provision of linked documents either written/electronic format or by shorthand, where necessary, including drafting of minutes, obtaining approval, actioning minutes and subsequent distribution as well as dictation of letters/memorandum and transcribing, proof-reading and audio - typing etc.• To take own initiative with relevant agencies in respect of any action deemed necessary and circulation of any correspondence required with the Authority• To provide a high quality and accurate word processing service using a wide range of software applications, including audiotyping• To progress and chase areas of work as required, including correspondence, acknowledgements, re-directing enquiries, and dealing with urgent responses in the Chief Officer/s and/or nominee/s absence• To undertake project work as allocated• Responsibility for petty cash up to a maximum of £1,000,00 and with any single transaction of £500.00 maximum as well as a monthly limit of £1,500.00 expenditure Required skills

Confidentiality

Guides

Supportive

Coordinate Meetings

Keyskills :
Confidentiality Guides Supptive Codinate Meetings