Personal Assistant

**Details**:
**Reference number**:

- 287484**Salary**:

- £25,702**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- ESRC - Administration**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Full-time, Part-time, Compressed Hours**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- SwindonAbout the job

**Job summary**:
**Personal Assistant to Director**

**Salary**: £25,702 per annum
**Hours**: Full time or Part time (minimum 0.8 FTE)
**Contract Type**: Open Ended
**Location**: Polaris House, Swindon
**Grade**: UKRI Band C
**Closing date**: 01 June 23

**Job Purpose**

The Personal Assistant to the Digital Footprints Director will provide full administrative and clerical support to the Director to ensure the smooth management of day-to-day affairs, and most effective use of time. Handle sensitive and sophisticated issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

**Job description**:
**Key Responsibilities**
- Responsible for Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
- Responsible for Director’s travel arrangements (including visas/accommodation).
- Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain Director’s office systems, including data management and filing.
- Maintain records of Director’s contacts.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist Director in researching and following up with action on matters which fall within the Director’s responsibility - chasing responses, triggering follow-up action.
- Produce documents, briefing papers, reports and presentations for the Director.
- Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and where appropriate meeting papers.
- Handle arrangements for Director meetings, including production/distribution of agenda and papers.
- Assist/support Director and Head of Strategy and Partnerships in arranging events.
- Meet and greet visitors at all levels of seniority.
- Supervise all incoming/outgoing mail.
- Support the development of the Digital Footprints Strategic Hub.
- Any other duties as may reasonably be required by the Director or Digital Footprints Senior Management.

This is not a comprehensive list, and we may require you to undertake other duties within the Strategic Hub (especially while it is under development) commensurate with the level of responsibility of this post.

**Person specification**:
Essential:

- Education to degree level or ability to demonstrate an equivalent level of knowledge in a communications environment
- Experienced Personal Assistant at senior management level.
- Experience of electronic diary management.
- Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external.
- Ability to organise and plan own work.
- Excellent attention to detail, with the ability to maintain a high level of accuracy.
- A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
- Ability to work on own initiative.
- Ability to deal with sensitive information with discretion and to maintain confidentiality.
- Good general PC skills including a solid understanding of MS Office packages and document management systems

**Benefits**:

- Flexible Working
- 30 days annual leave + Public Holidays
- Access to Civil Service Pension Scheme
- Various everyday discounts through our dedicated provider

Things you need to know

**Selection process details**:

- For more information and to apply, please visit our Careers Pages.
- Feedback will only be provided if you attend an interview or assessment.**Security**:
- See our vetting charter (opens in a new window).- People working with government assets must complete baseline personnel security standard (opens in new window) checks.**Medical**:
**Nationality requirements**:
This job is broadly open to the following groups:

- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements (opens in a new window)**Working for the Civil Service**:

- The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
- We recruit by merit on the basis of fair and open competition, as outlined in the Civ