PA

To provide a comprehensive and confidential personal assistant support service

The post holder is also expected to be able to provide cover for other Personal Assistants within the Council.

MAIN DUTIES

1. To support the above officers, proactively contributing to the efficiency of their time by providing comprehensive support systems and acting as first point of contact.
2. Produce, collate and distribute documents in the corporate style, including agendas, minutes, correspondence, reports, spreadsheets and presentations, within agreed timeframes to support the efficiency and effectiveness of the service.
3. Maintain secure and effective data recording and filing systems to support this activity ensuring appropriate access to key documents.
4. Undertake a variety of support tasks including progress chasing, preparing papers/agendas/reports, document management etc. to agreed timeframes.
5. To undertake basic research as required and compile summary briefings.
6. To manage and co-ordinate projects as required including events and briefings.
7. To filter a range of incoming information and to assess priorities to support the effectiveness of the above officers.
8. Co-ordinate and support the activities associated with the diary management including the co-ordination of appointments, seminars, briefing sessions and meetings, booking venues, minute taking, and to be proactive in ensuring any follow up actions are managed. Organising travel arrangements and booking resources as required.
9. Administer emails and where appropriate action routine responses and acknowledgements to correspondence and to draft, as directed, other responses to more detailed and complex issues including undertaking background research to inform responses. In response to customer queries ensuring any follow up actions are managed to meet agreed corporate standards.
10. Respond to general correspondence and enquiries, both verbal and/or in writing, from Elected Members, service users, Directors, Heads of Service, Senior Officers, or external organisations. Act as the first a point of contact, filtering and directing incoming enquiries. This requires the post holder to identify urgent/sensitive matters and escalate/signpost as appropriate.
11. Monitor, track and co-ordinate any actions to be taken on decisions from Committee or other meetings .
12. Undertake clerical tasks as required.
13. To prioritise own workload, work to pre-determined deadlines and engage in multiple initiatives simultaneously, with a pursuit of excellence.
14. Provide cover and support as required across the PA team.
15. Meet and attend to visitors with correct salutation, with due regard to maintaining a customer focus and due regard for the security of staff, the building and the equipment belonging to the service.
16. Demonstrate personal resilience, develop self, provide appropriate and constructive challenge, and listen and value others views with consideration to improving quality.
17. Maintain and develop partnerships within and outside of the Authority. Work corporately as well as collaboratively with a wide range of communities, partners and other agencies, building relationships that foster trust and have collective integrity and responsibility for delivery.

If interested in this role please send your cv to Jahker Miah.