Personal Assistant and Administrator
- Recruiter
- Confidential
- Location
- Hertfordshire
- Salary
- Competitive
- Posted
- 23 Jul 2021
- Closes
- 20 Aug 2021
- Sectors
- Admin, Secretarial & PA
- Contract Type
- Temporary
- Hours
- Full Time
My Client based in Melbourn are within the Public sector domain, this is a 3 month temporary position, full-time paying 10.50 per hour. 37.5 hours per week.
JOB SUMMARY
The post holder will be required to manage the day-to-day administration of the IM&T Leadership team and provide an effective Business and PA service to the Chief Information Officer, ensuring that all administrative work is completed as required with accuracy and within set timeframes. The post holder should have experience of working in an executive function and it would be an advantage to have a wider understanding of the IM&T functions. The personal assistant will provide a comprehensive administrative function involving: the co-ordination of meeting requests and diary management, preparation of agendas and minutes as appropriate and any necessary follow up actions. In addition, there will be a requirement to record team leave and arrange travel/accommodation when required. The postholder will be expected to use their initiative and be able to work unsupervised, undertaking projects as and when necessary. The postholder will also be required to communicate effectively and efficiently with all levels of management and staff, displaying a high level of tact and diplomacy at all times and processing sensitive information confidentially.
JOB SPECIFIC RESPONSIBILITIES
1.1 Compile, manage, and co-ordinate the complex diary/calendar of meetings using Microsoft outlook and Microsoft Teams. This includes the booking of venues and meeting rooms in advance, organising hospitality if appropriate and informing all attendees of arrangements.
1.2 Prepare agendas, collate, and distribute meeting papers in accordance with agreed deadlines and attend and take minutes of IM&T meetings as required.
1.3 Take responsibility for ensuring the CIO is provided with high quality briefings to inform meeting with others and or decisions that s/he needs to take.
1.4 Use own initiative to prioritise and manage daily tasks to ensure the efficient functioning of CIO priorities including reviewing emails and acknowledgements.
1.5 Provide a comprehensive administrative service to the CIO including maintaining the diary, dealing with incoming correspondence, e-mails and telephone calls.
1.6 Supporting CIO and wider IM&T team in their roles, developing and maintaining effective working relationships and becoming a key link and information source for these individuals.
1.7 Prepare correspondence, reports, invoices, minutes and agendas to a high standard of presentation using Microsoft Word, Excel and PowerPoint packages, in line with the Trust guidelines and within agreed timescales.
1.8 The postholder will be required to communicate effectively with the CIO, and across the wider team and Trust managers/staff, often under pressure, to obtain information which may have been requested with little notice.
1.9 Support the CIO with systems and processes to ensure sector compliance with mandatory standards.
1.10 Ensure that relevant employee information is held securely and in line with the provisions of the Data Protection and Freedom of Information Acts. Section 1 - P.A. & Admin to Chief Information Officer - JD - March 2021 Page 3 of 5
1.11 Provide data and information using Microsoft Excel or SharePoint databases, which may include maintenance and manipulation of the data held. Undertake specific delegated projects or assignments as required.
1.12 Ensure that progress against the Team's actions are tracked and completed on time, within the parameters set down by the CIO.
1.13 Support the IM&T Managers to continually monitor the usefulness of information provided and suggest or action adjustments to the format where necessary.
1.14 Liaise with a variety of managers across both the IM&T Team and the wider Trust, particularly in regard to chasing meeting actions or outcomes where the CIO has been involved.
1.15 The postholder will be required to independently provide advice around IM&T Policies and Processes to managers and staff members when requested, without needing to seek guidance. Escalation may be required in some instances, but you should be confident in providing general advice and support when needed.
1.16 To attend and minute capability, disciplinary, grievance and appeal hearings, as well as other meetings involving the CIO and provide accurate and timely minutes while maintaining sensitivity and confidentiality.
Hales Group Ltd collects and keeps information from applicants, so that we can monitor our recruitment process, ensure compliance with the Equal Opportunities policy, and when appropriate send you details of future job opportunities. We keep your name and address, and details of your application. If you do not want us to do this please contact your local branch
JOB SUMMARY
The post holder will be required to manage the day-to-day administration of the IM&T Leadership team and provide an effective Business and PA service to the Chief Information Officer, ensuring that all administrative work is completed as required with accuracy and within set timeframes. The post holder should have experience of working in an executive function and it would be an advantage to have a wider understanding of the IM&T functions. The personal assistant will provide a comprehensive administrative function involving: the co-ordination of meeting requests and diary management, preparation of agendas and minutes as appropriate and any necessary follow up actions. In addition, there will be a requirement to record team leave and arrange travel/accommodation when required. The postholder will be expected to use their initiative and be able to work unsupervised, undertaking projects as and when necessary. The postholder will also be required to communicate effectively and efficiently with all levels of management and staff, displaying a high level of tact and diplomacy at all times and processing sensitive information confidentially.
JOB SPECIFIC RESPONSIBILITIES
1.1 Compile, manage, and co-ordinate the complex diary/calendar of meetings using Microsoft outlook and Microsoft Teams. This includes the booking of venues and meeting rooms in advance, organising hospitality if appropriate and informing all attendees of arrangements.
1.2 Prepare agendas, collate, and distribute meeting papers in accordance with agreed deadlines and attend and take minutes of IM&T meetings as required.
1.3 Take responsibility for ensuring the CIO is provided with high quality briefings to inform meeting with others and or decisions that s/he needs to take.
1.4 Use own initiative to prioritise and manage daily tasks to ensure the efficient functioning of CIO priorities including reviewing emails and acknowledgements.
1.5 Provide a comprehensive administrative service to the CIO including maintaining the diary, dealing with incoming correspondence, e-mails and telephone calls.
1.6 Supporting CIO and wider IM&T team in their roles, developing and maintaining effective working relationships and becoming a key link and information source for these individuals.
1.7 Prepare correspondence, reports, invoices, minutes and agendas to a high standard of presentation using Microsoft Word, Excel and PowerPoint packages, in line with the Trust guidelines and within agreed timescales.
1.8 The postholder will be required to communicate effectively with the CIO, and across the wider team and Trust managers/staff, often under pressure, to obtain information which may have been requested with little notice.
1.9 Support the CIO with systems and processes to ensure sector compliance with mandatory standards.
1.10 Ensure that relevant employee information is held securely and in line with the provisions of the Data Protection and Freedom of Information Acts. Section 1 - P.A. & Admin to Chief Information Officer - JD - March 2021 Page 3 of 5
1.11 Provide data and information using Microsoft Excel or SharePoint databases, which may include maintenance and manipulation of the data held. Undertake specific delegated projects or assignments as required.
1.12 Ensure that progress against the Team's actions are tracked and completed on time, within the parameters set down by the CIO.
1.13 Support the IM&T Managers to continually monitor the usefulness of information provided and suggest or action adjustments to the format where necessary.
1.14 Liaise with a variety of managers across both the IM&T Team and the wider Trust, particularly in regard to chasing meeting actions or outcomes where the CIO has been involved.
1.15 The postholder will be required to independently provide advice around IM&T Policies and Processes to managers and staff members when requested, without needing to seek guidance. Escalation may be required in some instances, but you should be confident in providing general advice and support when needed.
1.16 To attend and minute capability, disciplinary, grievance and appeal hearings, as well as other meetings involving the CIO and provide accurate and timely minutes while maintaining sensitivity and confidentiality.
Hales Group Ltd collects and keeps information from applicants, so that we can monitor our recruitment process, ensure compliance with the Equal Opportunities policy, and when appropriate send you details of future job opportunities. We keep your name and address, and details of your application. If you do not want us to do this please contact your local branch