JOB DESCRIPTION

Personal Assistant

Office Base: Scala House, Birmingham

Responsible to: Head of Executive Office

Salary:£27,305to £30,696 per annum

Specific Areas of Responsibility:

Regional Director Support

  • Be responsible for the smooth running of the work of the Regional Director.
  • Maintain schedules and diaries of the Regional Director. Support the overall management of administrative tasks across the Executive Support Function. Organise and prioritise future commitments to ensure schedules are not being overloaded, enabling Regional Director to work efficiently and effectively.
  • Co-ordinate meetings, identifying suitable dates, book venues, equipment and catering, as required for all meetings as required. Prepare and circulate appropriate correspondence (including agendas and supporting papers).
  • Organise papers and reports as requested, conducting additional research where necessary. To include collation of tender documentation as and when required.
  • Support communication across the Regional Director team.
  • Take and transcribe minutes of meetings as requested by the Regional Director (such as RMT’s)and ensure that these are completed and distributed in a timely manner; travel to meetings where necessary.
  • Develop and maintain an effective and flexible filing system and computerised information systems for the Regional Director, ensuring accuracy, confidentiality and security of information.
  • Booking of hotels and accommodation (in accordance with CGL Travel Policy) and researching travel options (train times etc.)
  • Expenses management – Monthly reconciliation of company credit card / cash expenses.
  • Support with HR administration tasks – Logging holiday / sickness on HRConnect. Approving leave on behalf of Regional Director.
  • Co-ordination of wider regional administration tasks (emailing Heads of Service and Service Managers / collating responses etc.)
  • Undertake word processing duties as required ensuring prompt transcription.
  • Any other duties that may be required in line with the nature of the job.

The above role will involve some matrix team working as you cover for colleagues as and when necessary.

Amendments

  • This description accurately reflects the present position; it may be amended and may be reviewed. Any change will be made following a proper period of consultation.

PERSON SPECIFICATION

Personal Assistant – Executive Support Function

Aspect / Essential / Desirable
Qualifications and experience /
  • 5 years + Administration / Secretarial experience
  • RSA Stage II or equivalent.
  • Educated to GCSE/O level standard or equivalent.
  • Ability to take accurate minutes at meetings.
/
  • Secretarial / admin experience at a senior level (i.e. Director).

Communication and interpersonal skills /
  • Excellent written and verbal communication skills.
  • Positive approach to customer care and seeks to enhance service provision
  • Positive approach to handling interaction with others by using full range of interpersonal skills (e.g. tact, diplomacy, negotiation, influencing, assertiveness).
  • Ability to present written work clearly and accurately.

Key skills and knowledge /
  • Prioritise own work and is able to delegate work appropriately and effectively.
  • Accurate keyboard skills and good working knowledge of Microsoft applications.
  • Ability to exercise initiative to make a decision within sphere of work and/or knowledge, reporting on actions appropriately.
  • Excellent organisational skill.
/
  • Expert knowledge of Microsoft office.
  • Ability to problem- solve and support other staff and work as part of a team.

Disposition /
  • Ability to work effectively in a busy environment.
  • Able to demonstrate high standards of integrity, confidentiality and reliability.
  • Flexible to adapt to changing environment.
  • Team player with the ability to establish sound relationships and help develop a cohesive team.

Appearance and health /
  • Good previous attendance record.
  • Professional appearance and behaviour.

Other /
  • Friendly and approachable.
  • Ability to remain calm under pressure.
  • Willingness to learn and able to demonstrate professional and personal development.
  • Flexible approach to working hours and practices (to cover staff holidays and absence).
  • Willingness to develop the role and themselves to increase the effectiveness of the service
  • Flexibility to travel to all locations within CGL