Personal Assistant

2 days ago

Bridgwater, United Kingdom College of Paramedics Full time

**Personal Assistant**

Role Description and Person Specification

**Personal Assistant - Role Description and Person Specification**

**Salary**: £22,000-£25,000 (dependent on experience)

**Responsible to**: Executive Assistant to the Chief Executive

**Hours**: 37.5 (1 WTE)

**Location**: Flexible - remote working with ability to travel across the UK

**Purpose of the position**

The primary role of the Personal Assistant is to provide administrative support to the Senior Management at the College of Paramedics. This will include supporting workstreams within the Directorates of Education, Research, Clinical Development and Professional Standards as well as within Governance.

The Personal Assistant will act with integrity, positivity, energy, and adaptability, using their skills to build effective relationships and work within a shared vision.

The position is directly responsible to the Executive Assistant to the Chief Executive. The Personal Assistant will undertake other administrative duties as directed by the Executive Assistant to the Chief Executive.

**Key relationships**

The Personal Assistant will be expected to establish and maintain effective working relationships with these key positions within the College of Paramedics including:

- Executive Assistant to the Chief Executive;
- Chief Executive;
- Chief Operating Officer;
- Members of the Chief Executive Group;
- Chair of Student Council;
- Administrative, membership, marketing, IT, and finance staff;
- Members of the Student and Paramedic Councils;
- Trustees
**The Personal Assistant’s duties and responsibilities include**:

- The efficient and effective day-to-day functioning and co-ordination of the administrative activities associated with the College of Paramedics Chief Executive Group (CEG);
- Coordinating electronic diaries;
- The coordination and business arrangements for College of Paramedics meetings, including serving as a Secretariat for Paramedic and Student Council meetings, various established or short-term functions of the College. This includes but is not limited to preparing agendas, taking minutes, action logs, sourcing venues, liaising with delegates, booking travel and accommodation, catering, sourcing audio visual equipment and facilitating remote attendance, collating meeting documentation, recording minutes and /actions;
- Overseeing the formatting and editing process associated with key College of Paramedics documents, in line with branding guidelines;
- Attending physical meetings at locations within the United Kingdom, as required;
- Assist in the coordination of the development and management of various College of Paramedics’ databases;
- Provide administrative support within governance processes, including ensuring Conflict of Interest and Confidentiality forms are completed and retained for all members of the College of Paramedics governance structure, including Trustees; Staff; Council members etc;
- Deputising for the Executive Assistant to the Chief Executive during any absence;
- Support the Executive Assistant to the Chief Executive with events, away days, liaising with external organisations;
- Undertake other tasks or projects that may arise and following consultation with members of the CEG;
- Developing and maintaining effective electronic filing systems for members ensuring that information is kept securely and is accessible as appropriate;
- Undertake and complete an ongoing development review process, set by, and reviewed on an ongoing basis by the Executive Assistant to the Chief Executive.
**Communications**

The Personal Assistant will be required to effectively communicate with the roles listed in the section above under 'key relationships, as well as with representatives of key stakeholder organisations and professions.

**Location of workplace**

The Personal Assistant will primarily work from home and on various occasions will be required to attend the College of Paramedic’s Head Office in Bridgwater, Somerset and may also be required to travel within the UK. In such circumstances, travel and accommodation will be funded by the College of Paramedics and expenses reimbursed in accordance with the College of Paramedics expenses policy.

**Qualifications and/or Knowledge**
- Hold a Diploma or equivalent relevant experience i.e. NVQ Level 3 Business Administration /ILM
- Knowledge and an excellent standard of competency in the use of Microsoft Office 365 packages, typing/word processing, and shorthand or audio skills
- Secretarial qualification or equivalent experience
- Proficient in the use of administrative systems and procedures
- Commitment to continuing professional development
- Have a good understanding of the College of Paramedics organisation, structure, main objectives, and functions
- Hold an ECDL and/or RSA Stage 2 Word Processing qualification
- Be familiar with information management systems and the associated relevant legislation
**Experience**
- In a secretarial or admin

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