Job Description
Personal Assistant to Head of Adult Specialist Team
Responsible to: Adult Specialist Team
Payscale: Sense point 24-29
1Purpose
1.1To provide high level administrative support to the Head of Adult Specialist Team. Ensuring the efficiency of management process and administrative systems for the Directorate. This will include:
1.2 Providing a comprehensive PA and administrative service to the Head of Adult Specialist Team and Specialist Team Managersas appropriate
1.3 Service Directorate meetings, including Assessment and Advice and Communicator Guide meetings.
1.4To liaise on behalf of the Head of Adult Specialist Team with Sense colleagues and external agencies
2Specific Duties
2.1To provide a comprehensive PA and administrative service to the Head of Adult Specialist Team
2.2To Provide PA support to the Adult Specialist Team Directorate as and when required
2.3To manage the electronic diary and coordinate meetings and project plans as required for the Head of Adult Specialist Team
2.4To arrange travel and accommodation to agreed budgets and standards.
2.5To ensure that all correspondence is dealt with in a timely and appropriate manner, including the drafting of appropriate responses
2.6To receive and deal with telephone queries
2.7To develop and maintain administrative and filing systems that enables the Directorate to operate to a very high level
2.8To maintain and update databases, project plans and lists of external and internal contacts
2.9Ensure that all visitors – including those with sensory impairments are greeted and supported to the highest standard
2.10To service Directorate meetings including, organising, collating and sending papers, taking minutes and chasing follow up actions
2.11To assist the Head of Adult Specialist Team in the preparation of papers and documents for meetings, conference and presentations
2.12To monitor and report on the progress of actions delegated to other staff by Head of Adult Specialist Team emerging from meetings chaired by him/her
2.13To attend and take accurate minutes of other meetings within the doctorate as required
2.14To ensure arrangements for meetings are made and communicated to attendees as appropriate; this will include venues, refreshments, distribution of papers/reports etc
2.15To ensure meeting minutes are distributed in a timely and efficient manner
2.16To take notes at investigations and grievances for the Adult Specialist Team as and when required
3Other
3.1To work collaboratively with other Sense PAs, in particular with the PA to the Group Directorand Director of Accommodation Services
3.2To be prepared to travel to locations throughout the United Kingdom with some overnight stays on a regular but infrequent basis
3.3Liaise with external agencies and senior managers across Sense as required
3.4Manage the office of the Head of Adult Specialist Team in his/her absence
3.5Work with confidential data with a high level of integrity
3.6Monitor Sense social media sites to ensure entries are up to date, relevant, appropriate and reflective of the services offered
3.7To undertake any other duties commensurate with the grade of this post
Person Specification
Personal Assistant to Head of Adult Specialist Team
Education and TrainingEssential Criteria / Desirable Criteria
GCSE Maths and English Language to grade C or above; or equivalent qualification. / Knowledge and understanding of the needs of deafblind people.
Proficient typing speed equivalent to 60 wpm.
Able to use Microsoft Office applications to intermediate level or above including basic knowledge of MS Project.
Achievements and Experience
Essential Criteria / Desirable Criteria
Demonstrable experience in an administrative/secretarial or personal assistant role. / Experience of working with colleagues who have a disability.
Significant experience in servicing meetings; including taking minutes, recording action and follow up.
Demonstrable experience of working on own initiative with a number of competing priorities and to tight timescales.
Experience of dealing with people at all levels of the organisation, up to and including the CEO’s office.
Skills & Abilities
Highly organised and able to manage a busy and wide-ranging workload, and able to work autonomously. / A willingness to develop the ability to communicate with people who are deaf, blind and deafblind.
Excellent written and verbal communication skills including the ability to deal effectively with a range of enquiries from internal and external sources.
Able to challenge others appropriately
High level of attention to detail, reliable and able to produce work of a consistently high standard.
Demonstrates high standards of customer service, confidentiality, discretion, tact and diplomacy.
Able to travel to other Sense sites nationally e.g. Epsom, Exeter, Peterborough, London, Wales, Northern Ireland etc on an occasional basis which will sometimes require overnight stays