PA Secretary

RESPONSIBILITIES & DUTIES

To provide proactive and effective administrative, Secretarial and Diary Management support to Director and Senior Management Team. To supervise and provide support to a team of two Administrators. To also provide Office Management services on a day to day basis, to include but not limited to the following tasks;

Personal Assistant to Senior Management Team

• Arranging meetings and managing the SMT Calendars in Outlook.
• Dealing with and filtering telephone queries. Taking messages as necessary.
• Taking accurate Minutes at meetings, and distributing within agreed timescales.
• Making travel arrangements as needed.
• Audio/Copy typing support to the SMT at time of high demand or in the absence of their administrative support.
• Dealing with routine correspondence.

Office Management/General Duties:

• To line manage and support a team of administration staff, providing cover in the case of absence (for whatever reason) where needed.
• To support preparation, collation and delivery of papers for meetings
• Maintaining data on database and bespoke spreadsheets.
• Ability to export data from database and further analyses and manipulate with excel.
• Producing reports from data held in database and on spreadsheets.
• Creating Purchase Orders
• Ensuring invoices are processed for payment, dealing with queries and keeping a record of payment.
• Managing the Department’s systems for filing and retrieval of documents both electronic and hard copy.
• Scanning and filing of documents.
• Keeping records of Staff Holidays and Sickness Absence.
• Completing the Monthly return of Staff data to Group Resources Department.
• Providing cover to administrative team with answering calls etc.
• To carry out any other tasks, as directed by the Management Team, that is within the capabilities of the job holder.

SKILLS & EXPERIENCE

• Excellent verbal communication skills.
• Excellent written communication skills.
• Excellent organisational and time management skills.
• Ability to multi-task and work well under pressure.
• Proven organisational skills and an ability to adapt to changing environments.
• Excellent IT skills and proficient in Outlook, MS Word, Excel
• Excellent team player.
• Confident in communicating with colleagues at all levels within the business.
• A commitment to providing high levels of service at all times.

ENTRY

• Minimum 2 Years experience in an Executive Assistant role.
• Applicants may be required to sit a skills assessment as part of the selection process.
• Proven Line Management experience of a small to medium size business.
• Ideally Degree level, minimum A-Levels grades A-C.

HOURS & ENVIRONMENT

• Office hours 9.15am to 5.30pm, Monday to Friday. Must be prepared to work outside of these hours if required.
• Holiday entitlement 20 days per annum plus Bank Holidays