Personal Assistant to Head of Children S Specialist Services

Job Description

Personal Assistant to Head of Children’s Specialist Services

Responsible to: Business Development and Support Services Manager

Pay Scale: 24 – 29

Description of Role

To provide high level PA support to the Head of Children’s Specialist Services.

To take the lead on particular projects relating to Children’s Specialist Services.

To act as initial point of contact for the services providing a customer focused service on behalf of the senior managers with Sense colleagues and external agencies, facilitating productive working relationships and quality outcomes.

The post holder will be required to undertake occasional work during weekends and evenings. The postholder will be required to occasionally travel nationally including overnight stays.

Specific Responsibilities

1.  PA Support

1.1  To develop and maintain administrative systems that enables the Head of Service to operate effectively and efficiently.

1.2  To provide general secretarial support as required.

1.3  To manage the Head of Services diaries and co-ordinate meetings and plans as required.

1.4  To arrange travel and accommodation to agreed budgets and standards.

1.5  Deal effectively with a range of enquires from callers from inside and outside Sense and handle their enquires appropriately.

1.6  Communicate effectively on behalf of the Head of Service both internally and externally, including replying to their routine correspondence and emails promptly and efficiently. This could include the drafting of appropriate responses.

1.7  Responsible for the smooth running of identified meetings and telephone conferences. This includes booking venues, catering and interpreter support, drafting agendas, being responsible for the production and distribution of papers and taking minutes.

1.8  Monitor, progress-chase and report on actions and decisions delegated to other staff by the Head of Service or emerging from meetings they chair.

1.9  Ensure all paper and electronic information is properly and regularly filed so that it can be easily retrieved.

1.10  Manage the Head of Service’s credit card, recording transactions, checking statements when they arrive, ensuring that proper procedures are followed.

1.11  Process invoices for the services, providing Finance with the paperwork needed, coding items correctly and updating internal finance records.

1.12  Prepare and draft papers and documents for meetings, conferences and presentations.

1.13  Maintain an overview of events within Sense, anticipating any new work requirements for their role and briefing the Head of Service on any issues which arise in their absence.

2.  Project Work

2.1  To research and write detailed briefings and reports, with recommendations.

2.2  To set up, develop and maintain computerised and manual record systems as appropriate, so that comprehensive and accurate information is available.

2.3  To track and monitor service action plans and raise issues with the relevant Manager.

3.  Other Responsibilities

3.1  Demonstrates complete discretion in dealing with highly confidential material.

3.2  Liaise with external agencies and Senior Mangers across Sense as required.

3.3  To work collaboratively with other staff and be willing to provide assistance to members of the Children’s Specialist Service.

3.4  To comply with Sense policies and procedures regarding the operation of services, and the employment of staff, whilst actively promoting the principles of equal opportunities and working in a manner that maintains a safe, healthy and supportive environment.

3.5  Any other duties required that are consistent with the nature and grade of this post.

Person Specification

Personal Assistant to Head of Children’s Specialist Services