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Administrative Support Assistant

2 months ago

Dunfermline, Fife, United Kingdom Brook Street UK Full time
Job Title: Personal Assistant

We are seeking a highly organized and proactive Personal Assistant to support our Director and Regional Delivery Manager. The ideal candidate will possess exceptional communication skills, both written and verbal, and have the ability to manage complex schedules and correspondence.

Key Responsibilities:
  • Provide administrative support to the Director and Regional Delivery Manager, including managing schedules, correspondence, and travel arrangements.
  • Manage the filing system within Outlook for the Director and Regional Delivery Manager, ensuring that all emails are correctly filed and easily accessible.
  • Provide reception cover, assisting visitors and answering general questions via email, telephone, or in person.
  • Monitor the DIO-AminHubForthviewHouse group mailbox and action requests for support.
  • Assist with weekly fire alarm tests and report any building faults to the Mitie Helpdesk.
  • Make, cancel, and rearrange meetings, and liaise with other PA's/Organisers to ensure meetings do not clash.
  • Use One Note to upload Agenda and all meeting papers, making them readily available.
  • Use the HRG Booking system to organize all travel arrangements for the Director and Senior Management Team, ensuring value for money is considered for each booking.
Requirements:
  • Exceptional communication skills, both written and verbal.
  • Ability to manage complex schedules and correspondence.
  • Strong organizational abilities, attention to detail, and proficiency with office software and tools.
  • Discretion and confidentiality, excellent time management, and problem-solving capabilities.
  • Strong interpersonal skills and the ability to work independently while managing multiple priorities and inboxes.
What We Offer:

We are proud to support the Armed Forces Covenant and guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

We are a Disability Confident Leader and holder of the Gold Award status from the Defence Employer Recognition Scheme, and we offer a guaranteed interview with a PSR Sourcer for candidates with a disability and/or as a veteran or spouse/partner of military personnel.