Interim Personal Assistant

3 weeks ago

London, United Kingdom Triumph Consultants Ltd Full time

**What's involved with this role**:
**Interim**
**Personal Assistant (Admin and Clerical)**
**Reference no**:Southwark 5220008 Pay Rate: £24.00
**per hour** PAYE
**A Personal Assistant is needed to be responsible for a range of operational and administrative functions to ensure that the support offered to Directors meets their individual needs and changes required align with Director’s objectives.** Key responsibilities:

- Provide effective, efficient, and timely support to the Directors to ensure that the business of each division runs smoothly.
- Lead on implementing appropriate information governance procedures and compliance strategies, including records management, statutory compliance, data quality, information sharing and management arrangements.
- Assist the Departmental Business Manager in managing all aspects of administrative support, departmental coordination, and the decision-making process for the department.
- Act in a liaison role with the wider team within the Department and externally as appropriate to ensure the business of the Department is carried out effectively and high standards of customer service on behalf of the Directors internally and externally.
- Manage information governance and awareness initiatives within the department, including briefings, presentations to members, Directors, the Senior Management team, employees at all levels and external groups as necessary.
- Oversee arrangements of meetings and briefings for cabinet members and other senior officers and for staff within the division and ensure that they are prepared in a timely manner and are effectively communicated.
- Contribute to cross-functional departmental projects to deliver any rapid changes required by the client.
- Ensure the support offered to Directors meets their individual needs and changes required are implemented and monitored. Working with the Departmental Assistant and the wider team to ensure that Directors are well supported administratively.
- Where appropriate takes on a departmental or cross service responsibility that links to a director’s portfolio (e.g. Efficiency, safeguarding, health etc), collation & quality assurance of information for Committee reports, departmental responses to emergency and business continuity plans etc requiring an understanding of the issues and related aims.
- Monitor the effectiveness and implementation of any internal and third-party agreements.
- Manage the recruitment process for new/replacement staff and co-ordinate business input into their recruitment.

**“Role Requirements” - to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria**: Experience:

- Experience of managing and delivering core support services including Customer service and Executive Assistant roles.
- Experience of managing the decision-making processes in a complex organisation.
- Experience of managing enquiries and sensitive information and issues for Senior officers, Councillors, external bodies, and members of the public.
- Experience of commissioning and contract management of services in a partnership environment.
- Experience of working collaboratively with internal and external colleagues to achieve desired outcomes and to facilitate information and skills sharing.
- Experience of Budget Management, Monitoring and Financial Planning.
- Experience of presenting and reporting data in a range of formats to a high standard.

Knowledge:

- Business management degree or similar, or equivalent by experience.
- Substantial knowledge of customer service practices, delivery, and approaches in local government.
- Substantial knowledge of all aspects of departmental coordination and the constitutional decision-making process.
- Extensive knowledge of processes for complying with legislative and regulatory frameworks governing the access to, retention, sharing and disposal of information.
- An understanding of managerial concepts, practices, and principles, including knowledge of project and strategic management.
- An understanding of business planning and performance monitoring systems and how to use these to achieve improvement.
- Broad knowledge and understanding of current developments in modernising local government and of the role of customer service improvements in this area.
- Knowledge of the key elements of delivering effective departmental support services, specifically in aiding Directors and Senior managers.

Skills/Technical skills:

- Ability to effectively manage, focus and drive teams to deliver a broad range of complex services.
- Ability to lead and commission detailed business analysis to establish the key drivers for the delivery of key services.
- Ability to influence and to negotiate with others to reach mutually beneficial outcomes.
- Excellent interpersonal skills and ability to encourage positive working relationships between staff and colleagues.
- Ability to work flexibly as part of a team and to

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