Pa/team Assistant to Participation Director

3 weeks ago

Wandsworth, United Kingdom Fill My Vacancy Full time

Responsible to : Participation Director

Location : National Tennis Centre, 100 Priory Lane, Roehampton, London SW15 5JQ (with the requirement to work from the NTC at least 4 days each week)

Salary : Competitive dependant on experience - plus excellent benefits

**About the role** Our clients vision is "Tennis Opened Up" and its mission is to make tennis Relevant, Accessible, Welcoming and Enjoyable. The Participation Directorate is responsible for delivering strategies and initiatives to the grass roots of the game across the countryto enable participation growth for juniors and adults.

This role will act as both the PA to the Participation Director as well as providing support to the Participation Senior Management Team (SMT) - ensuring excellent day-to-day support, as well as customer service to a wide range of internal and external stakeholdersand acting as a conduit for effective communication to the Participation Directorate (central and regionally based colleagues) and across them as required. The role, which will be lined managed by the Participation Director, will also provide some PA supportto the Regional Delivery Director (a direct report of the Participation Director) and support with work and projects across the Participation Senior Management Team.

**Key Accountabilities Specialist**:

- Provide excellent PA support to the Participation Director and admin support to the Participation SMT, including assisting on key work programmes and projects.
- To provide secretariat support to Development Tennis Advisory Group (DTAG) Chairperson and their Company Representative (Participation Director) in order to help coordinate the effective operations of the DTAG including the annual schedule of meetings,the DTAG is a subcommittee of their Board.

**- Provide an exceptional standard of customer service both internally and with external partners.**:

- Work proactively across their Directorates and teams to ensure effective collaboration.
- Provide professional and efficient support to contribute to the effective running of the Participation Directorate, including coordinating Directorate, SMT and team meetings, processing team leave and absence requests and expenses and approving invoices,in an accurate and timely fashion.
- To help manage the Participation Directorate’s processes for tracking and monitoring the implementation of strategy. This will include collating and aggregating information about progress toward objectives, priority activities and dashboard metrics at aBusiness, Directorate, Regional and team level monthly.
- Provide efficient administration support to the Safeguarding Team with regards to setting up Safeguarding & Protection Committee (SPC) and Licence & Registration Committee (LRC) Panels, working with the Head of Safeguarding and Head of Legal.
- Liaise with PAs from across the business and provide cover where needed, including at Council meetings.
- Provide administration support to key projects, including but not limited to the Performance Competition Calendar (PCC) Steering Group.

**Diary Management**:

- Assess the importance, impact and urgency of requests for time with the Participation Director.
- Arrange meetings and manage diary coordination to ensure necessary attendees are available.
- Organise meeting logistics as required and ensure meeting venue presents a professional image of them.
- Maintain an awareness of the wider plans and key business meetings and impact on diaries.
- Proactively identify and arrange attendance at relevant events, conferences and seminars as agreed.
- To consider the impact of meetings on other elements of the Director’s work and plan accordingly to ensure the smooth-running of the office.
- Provide diary support to the Regional Delivery Director, particularly in relation to the management of the regional participation teams.

**Communication and Correspondence**:

- Compile communications and presentations and ensure they are distributed in the correct format, with a professional look and feel.
- To provide administrative support including preparation of reports, presentations and agendas, taking minutes and noting actions and the distribution of papers.
- Maintain electronic and paper-based filing systems in line with GDPR and other legal requirements to facilitate effective information and data management.

Meeting and Event Management
- To arrange meetings, send out dates and manage co-ordination of diaries to ensure all necessary attendees are available and the Director’s commitments are fully communicated.
- To organise the agenda for the meeting, co-ordinating and prioritising all proposed activities and to ensure all relevant issues are addressed.
- To co-ordinate necessary papers, including organising accommodation where necessary, facilities and food/refreshments in a cost effective and timely manner.
- To attend meetings and take accurate minutes when requested by the Director. Circulate minutes to all attendees in a timely manner.
- To undertake planning and preparation work on all colleague events on behalf of the Director

Finance and Travel Management
- Manage expense claims for the Director, submitting them on time with all required documentation.
- Arrange all travel and hotels in a timely, cost effective and appropriate manner, in line with their expenses and travel policies.
- Raise requisitions, process purchase orders and invoices as appropriate to ensure a consistent and accurate approach within financial policies and budgetary guidelines.

Participation Senior Management Team
- To support with projects and team initiatives as and when needed

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