Personal Assistant
- Recruiter
- Anonymous
- Location
- London
- Salary
- Up to 16.94 GBP Hourly
- Posted
- 21 Jan 2019
- Closes
- 18 Feb 2019
- Sectors
- Admin, Secretarial & PA
- Contract Type
- Permanent
- Hours
- Full Time
PURPOSE OF ROLE:
To provide comprehensive business, secretarial and administrative support to the Senior Leadership Team in a professional and confidential manner and in line with strategic priorities to ensure that all work is prioritised and processed efficiently, in accordance with deadlines. Conduct administrative tasks as designated by Senior Leadership. Be the first point of contact for Senior Leadership for internal and external enquiries from a wide variety of stakeholders at all levels.
KEY ACCOUNTABILITIES:
1 Manage and maintain the diaries of the Senior Leadership Team, organising and prioritising meetings and appointments to ensure that leadership time is utilised effectively.
1 Maintain electronic departmental annual events/meetings calendar.
1 Arrange and provide support to meetings and conferences including circulating agendas, preparing and organising papers, arranging travel, assisting attendees, taking minutes or action points, producing reports and undertaking any follow up action as appropriate ensuring that due processes are followed.
1 Ensure that telephone calls are dealt with efficiently and courteously. This will include taking comprehensive messages, evaluating which calls need the direct attention of Senior Leadership and which queries can be dealt with personally. In addition, logging and following up on complaints and monitoring progress with responses to queries and complaints.
1 Manage incoming and outgoing correspondence including post, emails and other communications, making decisions on day to day priorities, redirecting correspondence to other sections/division as appropriate and raising any high-risk issues with Senior Leadership to ensure that key responses and communications are issued promptly and appropriately. Establish, maintain and monitor circulation lists (e.g. from project working groups, meetings, etc.)
1 Undertake tasks as directed by Senior Leadership to deliver the required outputs. This includes planning work programmes and schedules to ensure forward planning, reminder and progress chasing are in place.
1 Coordinate and administer the provision of recruitment information and packs to support Senior Leadership deliver the recruitment and retention strategy for their department.
1 Develop and maintain information and filing systems including confidential information ensuring efficient retrieval of files. Ensure that confidential information is handled, transmitted and stored securely.
1 Ensure that all records kept and maintained meet the requirements of the Freedom of Information and Data Protection Acts and ensure that all staff are familiar and adhere to the same.
1 Provide guidance and support to the Senior Leadership Team on the administrative use of Information and Communication Technology (ICT) facilities and identify opportunities to utilise ICT for improved service delivery.
1 Ensure that all the office equipment is accessible and in good order.
1 Provide cover for core tasks for other PAs and SPA's during leave and absence.
1 Work flexible hours in accordance to fluctuations in workload and work off-site when necessary.
KEY PERFORMANCE INDICATORS:
1 Deliver a highly professional and responsive administrative support service
2 Provide an exemplary telephone service by responding promptly to incoming calls, dealing quickly and accurately to customer enquiries
KEY RELATIONSHIPS (INTERNAL AND EXTERNAL):
1. Corporate Board and Senior Leadership Team
2. Executive Support Managers
3. Other PA's and SPA's to Senior Leadership Team
4. Service heads
5. HR, IT and Customer services team
6. Accounts Payable Team
7. Members of the Council and MPs
8. Mayor's Office
9. GLA and LGA members and officers
10. Central government officers
11. Councillors and officers from other local authorities
12. Public, private and voluntary organisations
13. Community leaders and community groups
14. Members of the public
AUTHORITY LEVEL (PEOPLE, POLICY, FINANCIAL):
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser https://(url removed)/candidate-privacy
To provide comprehensive business, secretarial and administrative support to the Senior Leadership Team in a professional and confidential manner and in line with strategic priorities to ensure that all work is prioritised and processed efficiently, in accordance with deadlines. Conduct administrative tasks as designated by Senior Leadership. Be the first point of contact for Senior Leadership for internal and external enquiries from a wide variety of stakeholders at all levels.
KEY ACCOUNTABILITIES:
1 Manage and maintain the diaries of the Senior Leadership Team, organising and prioritising meetings and appointments to ensure that leadership time is utilised effectively.
1 Maintain electronic departmental annual events/meetings calendar.
1 Arrange and provide support to meetings and conferences including circulating agendas, preparing and organising papers, arranging travel, assisting attendees, taking minutes or action points, producing reports and undertaking any follow up action as appropriate ensuring that due processes are followed.
1 Ensure that telephone calls are dealt with efficiently and courteously. This will include taking comprehensive messages, evaluating which calls need the direct attention of Senior Leadership and which queries can be dealt with personally. In addition, logging and following up on complaints and monitoring progress with responses to queries and complaints.
1 Manage incoming and outgoing correspondence including post, emails and other communications, making decisions on day to day priorities, redirecting correspondence to other sections/division as appropriate and raising any high-risk issues with Senior Leadership to ensure that key responses and communications are issued promptly and appropriately. Establish, maintain and monitor circulation lists (e.g. from project working groups, meetings, etc.)
1 Undertake tasks as directed by Senior Leadership to deliver the required outputs. This includes planning work programmes and schedules to ensure forward planning, reminder and progress chasing are in place.
1 Coordinate and administer the provision of recruitment information and packs to support Senior Leadership deliver the recruitment and retention strategy for their department.
1 Develop and maintain information and filing systems including confidential information ensuring efficient retrieval of files. Ensure that confidential information is handled, transmitted and stored securely.
1 Ensure that all records kept and maintained meet the requirements of the Freedom of Information and Data Protection Acts and ensure that all staff are familiar and adhere to the same.
1 Provide guidance and support to the Senior Leadership Team on the administrative use of Information and Communication Technology (ICT) facilities and identify opportunities to utilise ICT for improved service delivery.
1 Ensure that all the office equipment is accessible and in good order.
1 Provide cover for core tasks for other PAs and SPA's during leave and absence.
1 Work flexible hours in accordance to fluctuations in workload and work off-site when necessary.
KEY PERFORMANCE INDICATORS:
1 Deliver a highly professional and responsive administrative support service
2 Provide an exemplary telephone service by responding promptly to incoming calls, dealing quickly and accurately to customer enquiries
KEY RELATIONSHIPS (INTERNAL AND EXTERNAL):
1. Corporate Board and Senior Leadership Team
2. Executive Support Managers
3. Other PA's and SPA's to Senior Leadership Team
4. Service heads
5. HR, IT and Customer services team
6. Accounts Payable Team
7. Members of the Council and MPs
8. Mayor's Office
9. GLA and LGA members and officers
10. Central government officers
11. Councillors and officers from other local authorities
12. Public, private and voluntary organisations
13. Community leaders and community groups
14. Members of the public
AUTHORITY LEVEL (PEOPLE, POLICY, FINANCIAL):
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser https://(url removed)/candidate-privacy