Administrative Assistant

2 days ago


Dunfermline, Fife, United Kingdom Brook Street UK Full time

Job Title: Hourly PA

Job Summary:

We are seeking a highly organised and proactive Personal Assistant to support our Director and Regional Delivery Manager. The successful candidate will provide administrative support to the team, including PA duties, admin support, and general administrative tasks.

Key Responsibilities:

  • Provide PA duties for the DIO Head of Regional Delivery (1*)
  • Provide Admin Support duties for the DIO Deputy Head of Regional Delivery (Regional Manager)
  • Provide general Administrative Hub duties and Reception cover, as and when required
  • Any other ad-hoc duties requested by the Line Manager
  • Attend Monday Morning 'Heads Up' meeting with 1* and B1's
  • Manage 1* emails, flagging up urgent emails and emails with deadlines
  • Make, cancel and rearrange meetings, and if necessary, liaise with other PA's/Organisers to ensure meetings do not clash
  • Make use of One Note to upload Agenda and all meeting papers
  • Make use of HRG Booking system to organise all travel arrangements for the 1* and Senior Management Team
  • Action cancellations immediately on receipt
  • Any other ad-hoc duties with regards to the PA role, as requested by the 1*
  • Fulfil any other duties as requested by the Senior Management Team
  • Manage filing system within Outlook for 1*
  • Attend Monday Morning 'Heads Up' meeting with 1* and B1's
  • Manage B1 emails, flagging up urgent emails and emails with deadlines
  • Make, cancel and rearrange meetings, and if necessary, liaise with other PA's/Organisers to ensure meetings do not clash
  • Make use of One Note to upload Agenda and all meeting papers
  • Make use of HRG Booking system to organise all travel arrangements for the B1 and Senior Management Team
  • Action cancellations immediately on receipt
  • Any other ad-hoc duties with regards to the admin support role, as requested by the B1
  • Fulfil any other duties as requested by the Senior Management Team
  • Manage filing system with Outlook for B1
  • Cover Reception Desk when required
  • Report any building faults to the Mitie Helpdesk
  • Assist with incoming/outgoing mail
  • Monitor DIO-AminHubForthviewHouse group mailbox
  • Assist with weekly fire alarm test

Requirements:

The team are looking for a highly organised and proactive Personal Assistant to support our Director and Regional Delivery Manager. Key skills include strong organisational abilities, attention to detail, and proficiency with office software and tools.



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