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
Education and TrainingEssential Criteria / Desirable Criteria
GCSE Maths and English Language to grade C or above; or equivalent qualification. / BSL level 1
Proficient in the use of MS Office, including word, excel and outlook to intermediate level or above / Knowledge and understanding of the needs of deafblind people
Achievements and Experience
Essential Criteria / Desirable Criteria
Excellent communication skills including the ability to deal effectively with a range of internal enquiries from internal and external sources. / Experience of working with colleagues who have a disability
Demonstrable experience in an administrative/secretarial or personal assistant role / Proven experience of using databases; including the ability to produce reports
Evidence of being able to work on own initiative and ability to demonstrate practical problem solving skills / Knowledge of data protection
Significant experience in servicing meetings; including taking minutes, recording action and follow up. / Experience of developing administrative systems
Proven experience of balancing priorities that sometimes appear to conflict, ensuring that you can deal with important issues as they arise without losing control of the routine. / Line Management experience
Skills & Abilities
Good organisational skills / A willingness to develop the ability to communicate with people who are deaf, blind and deafblind.
Evidence of a practical commitment to the principles of equal opportunities
Able to assume ownership of tasks and see them through to completion
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
Proven ability to establish close working relationships with people at all levels of an organisation, up to and including the Chief Executive
Able to travel to other Sense sites nationally e.g. Exeter, Peterborough, London, Birmingham, Bristol, Market Deeping