Personal Assistant

2 weeks ago

Newport, United Kingdom Brook Street Full time

**this role is for 9 months**

Personal Assistant

The role of the Services Directorate Support team is to support the Deputy Chief Executive and Divisional Directors in ensuring the effective operation and appropriate governance of the Directorate.

The team are key in providing support and assistance to the Services Directors, ensuring efficient use of their time and key administrative/secretariat support.

The Personal Assistant role will provide first line administrative support to one of our five Divisional Directors.

Job description

  • Responsibility for ensuring the Directors' diary is updated and maintained daily.

  • Answer and prioritise incoming emails making decisions on what action is required.

  • Record and track progress of Directors actions.

  • Arranging meetings, collating meeting materials, briefing papers etc including uploading papers for meetings a software application (Diligent).

  • Provide secretarial support for meetings within Services, including management of agendas, actions and minutes.

  • Deal with queries as they arise.

  • Organise travel arrangements for the Director including international travel.

  • Maintain Directorate Document Management System (SharePoint) records and libraries ensuring they are kept up to date.

  • Arranging live events and providing support during the event.

  • Provide cover and support to other PA's within the Team.

  • Liaising with stakeholders at all grades, building good working relationships within an environment of respect and inclusion.

Skills / Behaviour / Experience Required

  • Essential PA skills required to include managing a busy diary, prioritising emails, minute writing, booking travel.

  • A Team Player with excellent engagement skills and able to cover colleagues at short notice.

  • Able to work with Senior Management in a confident, professional manner.

  • Be flexible when asked to attend the office in person, current expectation is at least 20% of a calendar month.

Other Info:

This role will be carried out in-line with IPO Hybrid working arrangements where we would encourage candidates to discuss working arrangements with the recruiting manager to agree a reasonable balance between working from home and the office.

The requirement for attendance on-site at our Newport office can vary by role but will be a minimum of 1 day a week.

You will be required to attend site for additional workshops, training, and other business essential work as and when required. This may be short notice.

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