Part Time Personal Assistant

4 weeks ago


Colchester, United Kingdom Top Job Recruitment Full time

**Job Title**:
Personal Assistant

Executive Team

**Responsible to**: Chief Executive

**Contact with**: Officers at all levels in all Groups, Members, the public, partnership leads and other partnership organisations

**Purpose of job**: To provide a comprehensive, efficient, thorough and effective support service.

3. Provide a comprehensive and efficient support service to the Senior Management Team as a whole to ensure continuity of support at all times and provide ad-hoc support to Cabinet and across SMT where necessary. Develop systems of work across the Senior Management Team support service to ensure that processes are carried out in the most efficient manner utilising the principles of the UCC FSR.

4. Manage the communication channels between the Senior Management Team and members, political structures, partner and external organisations, Members of Parliament, government bodies, staff and customers. By keeping abreast of current developments, use knowledge, initiative, tact and diplomacy to filter, disseminate and prioritise communication to maximise the effective use of Senior Management Team time and stakeholder relationships (“picking up the vibe” and acting accordingly).

5. Organise, facilitate and attend, when required, meetings and appointments for the relevant group of the Senior Management Team, taking minutes where necessary, to ensure the effective use of time and to provide a forum for decision making. Co-ordinate the forward planning of meetings to ensure timely collation and distribution of agendas and papers and co-ordination of all other requirements, using corporate tools available, for relevant meeting to ensure the smooth running and to support effective decision making.

6. Support the formal decision-making processes of the organisation by ensuring the timely and accurate co-ordination, consultation and submission of reports for Cabinet, Committees, Panels and Portfolio Holders, co-ordinate responses where appropriate and ensure that relevant decisions are reported/published in accordance in accordance with Corporate policies, procedures and guidelines.

7. Co-ordinate, collate and provide comprehensive and accurate operational and financial performance report information from each relevant service area to inform senior management and Members and to meet statutory and Council obligations, including the co-ordination of service plans and collation of information for the Strategic Plan Action Plan and Corporate Performance Reporting.

8. Respond to routine correspondence and enquiries for the relevant group of the Senior Management Team and co‑ordinate responses on more complex issues. Progress and chase on projects and assignments undertaken by these Officers and facilitate solutions when requested, providing a proactive policing / monitoring role for the timely dissemination and collation of information.

9. Proactively maintain and update a variety of computerised record systems to ensure that all information held is accurate, complete and current. Proactively review paper records to shift from paper-based to electronic recording systems. Develop systems of work to ensure that records are held, maintained and shared in the most efficient manner.

10. Research, design and produce high quality PowerPoint presentations and other graphical presentations showing flare and creativity.

11. Co-ordinate and participate in projects on behalf of the service area as required.

**Person Specification**

We also hope that you have:

- RSA II in Word Processing or equivalent skill level
- English GCSE or equivalent
- Shorthand or similar qualification
- Educated to NVQ Level 3 standard in Business and Finance or Administration

**Skills**

We expect/hope you have:

- Ability to handle confidential information ensuring diplomacy and awareness of sensitive issues and information.
- Demonstrate experience in a PA role in a highly pressurised environment requiring tact, judgement and discretion in handling internal and external contacts
- Ability to interpret information at meetings in order to deliver accurate minutes/actions
- Letter and report writing skills

Administration
- Be able to use and work on own initiative
- Be able to work unsupervised
- Be able to work well as a team and alone
- Possess excellent written and oral communication skills
- Be methodical and organised
- Be able to forward plan, monitor and prioritise
- Have attention to detail & accuracy
- Be able to work under pressure

Impact and influence
- Be able to build and use relationships inside and outside the organisation
- Demonstrate cultural awareness
- Be able to influence stakeholders
- Be able to negotiate

Project Management
- Be able to assess, re-evaluate and prioritise workload
- Be able to manage own deadlines accepting responsibility for own work and its delivery
- Be able to plan, monitor & prioritise
- Meet deadlines
- Be methodical and able to problem solve

IT Skills

We also hope that you are abl


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