Job Title: / PA to the ACE (Business Support)
Department: / Business Support
Section/Division: / Business Support
Reports To: / Assistant Chief Executive (Business Support)
Grade: / C/D
Date: / 01/04/2016
Job Purpose: /
- To provide the ACE Business Support, and the wider Business Support Team Senior staff with a full administrative support system.
- To be responsible for the day-to-day management of one administration officer.
- To provide the Chair/Vice Chair(s) of SPT with a full administrative support system.
Key Responsibilities: /
- To provide the ACE (Business Support) with a full and extensive administrative support service including, but not limited to,email management, diaries, files, meeting administration, etc.
- To meet with the ACE (Business Support) weekly to support the effective use of their time.
- To provide cover for the PA to the CEX/ACE (Operations) during periods of absence, providing the same service.
- To provide a full administrative support to the Chair /Vice Chair(s) of SPT.
- In liaison with the Senior Committee Officer to ensure that all timescales for submission of reports is adhered to throughout business support.
- In liaison with the Senior Committee Officer to assist with all necessary public administration roles and committee support as required.
- In liaison with the Senior Committee Officer to implement and co-ordinate responses, where appropriate, to correspondence from MP’s, MSP’s etc.
- To provide a full administrative support to other Business Support senior staff, specifically to the Director of Finance & HR and the Audit & Assurance Manager.
- To manage on a day-to-day basis an administrative officer who provides a full service to all other parts of the Business Support Team.
- To undertake research as required by the ACE Business Support.
- To prepare statistical reports as required by the ACE.
- In liaison with the Senior Committee Officer to ensure that a full suite of central facilities are delivered with a customer focus approach, including but not limited to reception if required, switchboard, catering, accommodation etc.
- To assist in the development of new working practices and technical solutions to ensure the efficient and effective administrative support, including developing procedures and systems.
- Proactive and customer focused approach to the management of all resources within the scope of the post, including staff and financial budgets.
- Liaison with PA/Support officers of the CEX, ACE’s to ensure a full administrative service is available to all members of the Strategy Group.
- Rotation of specific functions as discussed within administrative staff.
- Maintain a fully confidential and professional support at all times.
General Duties: /
- SPT has a detailed Health & Safety Policy, a copy of which is available from the Intranet. Employees are expected to read this policy and take all necessary steps to comply. It is a condition of employment that the employee works safely, having regard to themselves and those around them. The employee must also comply with all SPT procedures and practices from time to time relating to health and safety matters.
- Employees will be expected to undertake any reasonable request.
- Employees are expected to work collaboratively with colleagues and ensure effective teamwork.
Authorisation:
Authorised By: ______Date: ______
Version 02 – 01/04/2016