Personal Assistant

The Personal Assistant to the Traffic Commissioners will deliver a high quality professional secretarial service for two Traffic Commissioners (TCs).The Traffic Commissioners (TC) have responsibility for the licensing and regulation of GB based operators of heavy and light goods vehicles involved in international transport, buses, and coaches (public service vehicles) and of those who drive them, the registration of local bus services, adjudication of appeals against the impounding of vehicles operated without a valid operators license and other functions.The role involves closely working with Traffic Commissioners and Senior Leaders within DVSA, DfT and its agencies, other Government Departments, and external suppliers.It is a demanding, varied, and interesting role and requires someone who is flexible and responsive. They must possess integrity and understand the need for, and exercise discretion and confidentiality.Responsibilities include but are not limited to: Pro-active management of Traffic Commissioners emails, responding to requests, escalating issues, prioritising work, cascading information, and tracking deadlines. Flagging of urgent and priority items and bringing these to their attention.Pro-active management of Traffic Commissioners diary engaging with internal and external stakeholders. Ensuring that reminder for actions and responses, to enable management of priorities and clashes are highlighted and diaries are kept up to date.Identifying and monitoring actions ensuring updates are sought and documented prior to meetings or as required.Arranging regular and ad hoc meetings using relevant IT systems to reduce travel and time commitments.File management, setting up and maintaining folders on shared drives, and organising access to files and folders held elsewhere.Dealing with post, phone calls and e-mails promptly; sending/giving appropriate replies as needed, identifying what can be delegated and forwarding to relevant member of staff. Track all important correspondence and bring to the attention of the managers where a reply is outstanding and becoming urgent.Covering other Personal Assistants within the team as required during periods of absence.Preparing agendas, attend meetings and take notes or minutes where required within agreed timescales. Ensure all minutes, papers and correspondence are available for meetings within agreed deadlines.Ensuring good relations and communications with all members of the team and responding politely and in a timely fashion to internal and external customers.Please see the Candidate Pack attached to this job advert for more information about the role and responsibilities.