Personal Assistant

2 weeks ago

Shifnal, United Kingdom HR Solutions Shropshire - Weston Park Enterprises LTD Full time

Set in 1,000 acres of Capability Brown Parkland and home to dynamic and vibrant hospitality experiences no two days at Weston are ever the same.

We deliver exceptional experiences across our product portfolio and you will be part of a passionate, friendly, committed and dedicated team - who also have an enormous amount of fun.

Gifted to the nation in 1986, Weston is an independent charity with every penny we make going directly to the Weston Park Foundation, to keep history alive.

You will not only gain valuable experience, learn and grow but you will make a difference, helping us preserve and maintain this beautiful estate for today and for future generations to enjoy.

Whether it’s welcoming thousands of visitors to an acclaimed national event, making sure that the best day of a couples life goes without a hitch, making our cottages welcoming for short breaks or serving up a delicious Sunday Lunch in the Granary.

**Job Purpose**:
To provide effective and efficient high-level support to the CEO assisting them to fulfil the responsibilities and activities of their role, including the prioritisation of work, diary management, meeting management, minuting and document production.

Ensuring all aspects of the administration, planning and coordination of responsibilities are managed effectively and efficiently. You will assist the CEO in making the best use of their time by dealing with secretarial and administrative tasks.

**Accountabilities**
- Serve as the primary point of contact for the CEO and various stakeholders, including company Directors, Trustees of the Weston Park Foundation, Land Agent, HR Consultant, Senior Managers and the wider team, ensuring seamless communication and efficient workflow.
- Quickly establishing the varying needs of the CEO and how best to support them to ensure that the CEO’s priorities are met, organisational goals are achieved, and best practices are upheld.
- Be responsible for coordinating the CEO’s daily calendar, scheduling and prioritising meetings with internal and external stakeholders, and ensuring they have all associated briefing materials.
- A key element of this role will involve typing, compiling, and preparing agendas, reports, presentations and correspondence for business meetings, including a weekly operational meeting, monthly Senior Management Meeting and a number of Executive and Trustee Audit and Board Meetings and other ad hoc meetings.
- Be responsible for taking minutes at these meetings, transcribing and circulating the minutes within agreed timescales, ensuring that any actions are followed up within agreed deadlines.
- Ensure that the cyclical deadlines for reports, reviews, budgets are met.
- Raise invoices and reconcile CEO business expenditure for the Accounts Department.
- Support the company HR Consultant with all aspects of HR administration, including onboarding new employees, verification of Right to Work documentation and arranging inductions for new starters.
- Be responsible for booking meeting rooms and associated requirements i.e. refreshments, equipment etc.
- Establish and maintain systems and procedures to support the efficient running of the office.
- Be involved in decision-making processes.
- Maintain the highest level of confidentiality and adherence to policies and procedures.
- Contribute to continuous improvement in your own area of responsibility.
- To undertake any other duty and responsibility considered to be consistent with the role.

**Skills, Training and Knowledge Required**

**Essential**:

- Level 3 Diploma in Business Administration.
- Excellent written and verbal communication skills.
- Excellent planning and organisational skills, including the ability to make judgements about competing. priorities and identify resources accordingly.
- Able to take responsibility within defined parameters.
- Strong time management and prioritisation skills.
- Excellent attention to detail.
- Able to work autonomously as well as being an excellent team player.
- Able to solve or pre-empt problems.
- Ability to maintain confidentiality, tact and diplomacy.
- Excellent interpersonal skills, with the ability to deal effectively with people at all levels in order to provide an excellent level of customer care.
- Strong influencing and negotiating skills.
- Proficient in MS Office packages, especially Excel, Word, PowerPoint, and Outlook.
- Experience in developing internal processes and filing systems.

**Desirable**:

- A-levels or equivalent secretarial, or foundation degree qualifications.
- Minimum 5 years' experience supporting at Director level.

**Job Context**

**Behavioural Competencies**
- Outstanding organisational and multitasking abilities with an attention to detail.
- Excellent communication skills - both verbal and written.
- Proactive and solution-oriented mindset with a 'can do' attitude, taking initiative and ownership.
- Adaptable to change for the benefit of the business and the team.
- Problem solver.
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