Personal Assistant

2 weeks ago

Swindon, Swindon, United Kingdom Economic and Social Research Council Full time

Details:

Reference number:

Salary:

- £25,702
Job grade:

  • Executive Officer
    Contract type:
  • Permanent
    Business area:
  • ESRC
  • Administration
    Type of role:
  • Administration / Corporate Support
    Working pattern:
  • Fulltime, Parttime, Compressed Hours
    Number of jobs available:
  • 1Contents
Location

About the job

Benefits:

Things you need to know

Location

  • SwindonAbout the job

Job summary:

Personal Assistant to Director

Salary:
£25,702 per annum

Hours:
Full time or Part time (minimum 0.8 FTE)

Contract Type:
Open Ended

Location:
Polaris House, Swindon

Grade:
UKRI Band C

Closing date: 01 June 23

Job Purpose


The Personal Assistant to the Digital Footprints Director will provide full administrative and clerical support to the Director to ensure the smooth management of day-to-day affairs, and most effective use of time.

Handle sensitive and sophisticated issues in a professional and objective manner. Take initiative as appropriate especially in the Director's absence.

Job description:

Key Responsibilities

  • Responsible for Director's electronic diary, assessing priority of appointments and reallocation as necessary.
  • Responsible for Director's travel arrangements (including visas/accommodation).
  • Process Director's correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
  • Maintain Director's office systems, including data management and filing.
  • Maintain records of Director's contacts.
  • Screen calls, enquiries and requests, and deal with them when appropriate.
  • Assist Director in researching and following up with action on matters which fall within the Director's responsibility chasing responses, triggering followup action.
  • Produce documents, briefing papers, reports and presentations for the Director.
  • Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, premeeting briefings and where appropriate meeting papers.
  • Handle arrangements for Director meetings, including production/distribution of agenda and papers.
  • Assist/support Director and Head of Strategy and Partnerships in arranging events.
  • Meet and greet visitors at all levels of seniority.
  • Supervise all incoming/outgoing mail.
  • Support the development of the Digital Footprints Strategic Hub.
  • Any other duties as may reasonably be required by the Director or Digital Footprints Senior Management.


This is not a comprehensive list, and we may require you to undertake other duties within the Strategic Hub (especially while it is under development) commensurate with the level of responsibility of this post.


Person specification:

Essential:

  • Education to degree level or ability to demonstrate an equivalent level of knowledge in a communications environment
  • Experienced Personal Assistant at senior management level.
  • Experience of electronic diary management.
  • Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external.
  • Ability to organise and plan own work.
  • Excellent attention to detail, with the ability to maintain a high level of accuracy.
  • A flexible, proactive approach to work including the ability to prioritise and reprioritise.
  • Ability to work on own initiative.
  • Ability to deal with sensitive information with discretion and to maintain confidentiality.
  • Good general PC skills including a solid understanding of MS Office packages and document management systems

Benefits:

  • Flexible Working
  • 30 days annual leave + Public Holidays
  • Access to Civil Service Pension Scheme
  • Various everyday discounts through our dedicated provider
Things you need to know

Selection process details:

  • For more information and to apply, please visit our Careers Pages.
  • Feedback will only be provided if you attend an interview or assessment

Security:

  • See our vetting charter (opens in a new window).
  • People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Medical:

Nationality requirements:

This job is broadly open to the following groups:

  • UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements (opens in a new window)
Working for the Civil Service:

  • The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
  • We recruit by merit on the basis of fair and open competition, as outlined in the Civ

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