PA - £13.45 per hour + holiday pay

3 month temp booking 

Immediate start

Enfield

We are looking for an experienced PA to join a busy department and to support the department’s management team.

PUBLIC/PRIVATE SECTOR EXPERIENCE IS REQUIRED FOR THIS ROLE

MINUTE TAKING EXPERIENCE IS ESSENTIAL

Duties

  • Manage correspondence on behalf of the Director/Assistant Director, which may include scanning, recording items, directing to the relevant colleague for action and obtaining signatures as required.
  • Draft and co-ordinate responses to correspondence on behalf of the Director/Assistant Director.
  • Review incoming mail (either email or post) for the Director/Assistant Director, highlighting urgent matters, dealing with enquiries as appropriate and referring matters to colleagues.
  • Manage the divisional records, ensuring that documents for retention are stored electronically where possible.
  • Answer and deal with telephone enquiries on behalf of the Director/Assistant Director, dealing with the enquiry personally, taking a message or referring the caller onto a colleague as required.
  • Answer and deal with telephone enquiries on behalf of the wider Departmental Management Team and Executive Support as necessary.
  • Manage the Director/Assistant Director’s diary. This will include arranging meetings and making adjustments.
  • Organise travel arrangements for the Director/Assistant Director . Collate background papers and information for meetings.
  • Collect external visitors meeting with the Director/Assistant Director 
  • Arrange refreshments for external meetings
  • Assist with arranging departmental and/or divisional meetings.
  • Take minutes for key meetings.
  • Organise Cabinet Member (s) meetings as required, including setting the date and time, producing the agenda, taking minutes and following up on actions.
  • Type up meeting notes from 1-2-1s for the record, as required by the Director/Assistant Director.
  • Arrange management team meetings for the Director/Assistant Director and their direct reports, including arranging the date and time, producing the agenda and collecting the papers.
  • Minute take the management team meetings and record all actions.
  • Monitor all actions to ensure completion and collate updates for the following meeting
  • Log Members Enquiries as appropriate.
  • Maintain a record of key information for the Director/Assistant Director, for example, Matrix extensions, resident enquiries and Authority to Recruit forms.
  • Allocate Council questions to the appropriate officer, gather and collate responses and obtain approval from the relevant Assistant Director before submission.
  • Undertake sickness absence returns on behalf of the Director/Assistant Director for their direct reports.
  • Maintain a log of sickness absence and planned leave on behalf of the Director/Assistant Director for their direct reports.
  • Approve/reject leave as on MI Portal as directed by the Director/Assistant Director for their direct reports.
  • Maintain a reminder ‘bring forward system’ of outstanding correspondence and ensure all matters requiring attention are raised with the Director/Assistant Director in a timely manner.
  • Process expenses claims on behalf of the Director/Assistant Director and their direct reports.
  • Ensure management team appraisals are diarised in accordance with the corporate timescales.
  • Provide cover for other Personal Assistants during periods of sickness absence and annual leave as required.
  • Organise departmental and/or divisional meetings as required by the Director/Assistant Director.
  • Participate in Executive Support team meetings and take an active involvement in reviewing and developing new and existing procedures to support the effective management and development of the service.
  • Organise and prioritise own workload as appropriate, to meet the requirements of the business.
  • Ensure that strict confidentiality is maintained at all times.
  • Undertake any other duties as required by the Director/Assistant Director.
  • Carry out all accountabilities in compliance with the Council’s Policies and Procedures.

We are looking for candidates with:

  • Experience working as PA at senior management level.
  • Experience of providing accurate minutes of meetings.
  • Excellent communication skills both verbal and written
  • Excellent IT skills including Microsoft Word, Excel, Outlook, Lync, PowerPoint
  • Ability to plan, organise and prioritise own workload to meet deadlines.





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