Administration Assistant / Personal Assistant
Full job description
Pertemps Commercial
Salary: £26,000 – £26,400 per year
JOB TITLE: Administration assistant/ Personal Assistant
WORK SETTING: Our public sector client is responsible for a wide range of work involving the supervision of offenders in the community, the provision of social background information for the Courts as an aid to sentencing and work with those in custody and post release.
PURPOSE OF JOB: Provide personal assistance and support to senior manager handling delegated tasks within appropriate parameters, tracking and progressing many priorities and liaising as necessary with staff throughout the Service and outside agencies.
CONTEXT OF ROLE: To provide an efficient and professional administrative support service to Assistant Chief Executive(s) whilst working as part of the PA team. To adhere to customer care standards complying with legislation and Policies, procedures and practices in line with Data Protection.
KEY TASKS AND RELATED RESPONSIBILITIES:
” Liaise daily with Assistant Chief Executive(s), ensuring a constant flow of communication.
” Undertake secretarial and administrative tasks to support Senior Management including the preparation of standard/confidential letters, reports, documents, bulletins, handbooks, statistics, charts, visual displays and presentations, financial and personnel records etc, as often as possible on own initiative.
” Provide personal and secretarial assistance to Assistant Chief Executive(s), including, travel arrangements, meeting co-ordination, background information and external correspondence. Provide efficient typing, filing and paperwork management support.
” Keep diaries, make appointments and arrange meetings as necessary including prioritisation of Assistant Chief Executive(s) commitments.
” Respond to calls and e-mails as appropriate and manage communications to and from Assistant Chief Executive(s). Ensure that all correspondence received by Assistant Chief Executive(s) is responded to in an appropriate and timely manner by:
” Responding to correspondence on behalf of Assistant Chief Executive(s).
” Researching and drafting replies for Assistant Chief Executive(s) approval and signature.
” Offer appropriate hospitality to visitors, staff and volunteers including the provision of catering/refreshments as required.
” Service meetings, as necessary, through the minuting, production and distribution of relevant documentation and through production of high-quality standard/confidential minutes.
” Chase/follow up all matters outstanding within the context of the Senior Manager’s priorities and answer queries on wide range of issues from internal and external sources.
” Collect, open and distribute incoming post in a timely manner and identify urgency of correspondence and respond accordingly and dispatch as necessary.
” Maintain, sort and control a comprehensive filing system, ensuring up-to-date and accurate information is always available, including the use of electronic and computer media as required.
” Undertake cover or support for other PA’s during times of exceptional pressure and absence as required by Assistant Chief Executive(s)/PA and undertake such duties commensurate with the post as directed by Assistant Chief Executive(s).
” Establish and maintain productive working relationships with colleagues and contacts external to the Organisation.
” Prioritise a range of tasks allocated to contribute to the effectiveness of the workflow.
” Develop, implement, evaluate and maintain organisational systems and procedures.
” Make and receive phone calls, ensuring effective recording and relaying of information and identify urgency of communication and respond accordingly.
” Process offender related material on behalf of the Assistant Chief Executive(s) in relation to Serious Further Offences, Lifers, Transfers and Final Warnings, Complaints etc, both direct and via the use of CRAMS.
GENERAL: The post holder will at all times:
” Carry out his/her responsibilities with due regard to Policies and procedures
” Undertake such other duties which may be appropriately delegated by the Service
” Attend courses, working parties etc where necessary, to facilitate personal development and greater effectiveness within the post
” Use IT software and equipment as required
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