Personal Assistant

Job responsibilities

• Manage, triage and respond to the emails for CEO Health and Directors as requested .
• Undertake various administrative duties related to Collaborative meetings and Business Development E.g. Action plans, External meetings - 121 meetings.
• Undertake various administrative duties related to Team events and awaydays.
• To organise and plan the workload, diary and commitments (including all travel and accommodation arrangements as necessary) relating to the CEO Health and Directors you work to, including the scheduling of formal and complex meetings, ensuring deadlines are achieved and there is a flow of workload.
• To source and gather all relevant information in order to prioritise workload and make decisions regarding conflicting demands for appointments, based on a sound knowledge of the priorities and deadlines involved in the directorate.
• To co-ordinate and facilitate meetings, producing agendas and papers, taking and transcribing formal and informal minutes and distributing them as appropriate, ensuring any actions are undertaken and follow up as required. This will also include transporting and setting up equipment, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.
• To support sensitive HR meetings i.e. capability and disciplinary meetings. You will take comprehensive notes at the meeting and then produce a final draft to be checked and signed off by a Senior Manager.
• To facilitate effective liaison with people at all levels both internally and externally to the organisation. Provide a professional, effective liaison with external or partner organisations i.e. Commissioners, Government departments, MPs and suppliers of services.
• To provide comprehensive PA/secretarial service, including accurate note taking, copy typing and professional presentation of a range of correspondence, reports, etc. for internal and external use, often to tight deadlines. This will include the preparation of reports, using charts produced through Excel where appropriate, and presentations using PowerPoint, as required.
• PLEASE SEE FULL JOB DESCRIPTION ENCLOSED.

Person Specification

Essential

Essential

• NVQ 3 in Business Administration or equivalent experience RSA III typing or equivalent qualification.
• At least 3 years' previous experience in a senior administrative role or as a PA at Director level, or equivalent experience of working in a large, complex organisation. Previous experience of working autonomously. Minute taking skills. Experience of preparing/formatting reports and taking minutes, together with setting agendas and distribution of associated papers. Experience of diary management and arranging complex meetings. Experience of organising travel and accommodation requirements. Experience in composing correspondence for approval. Experience of project management.
• Ability to manage and prioritise own workload, using own initiative as required. Excellent secretarial skills, including ability to construct clear, grammatically correct letters and reports, at high standard of presentation. Advanced knowledge of Microsoft Office software applications (Word, Excel PowerPoint, Outlook. High level of written and verbal communication skills. High level of planning and organisational skills. Ability to 'multi-task', managing own workload and that of others, often with conflicting pressures, without supervision and within specified timescales. Ability to adapt to change and to develop services and systems to meet changing needs. Problem solving abilities.

Desirable

• Ability to travel independently across Mid Essex patch, as required.

Essential

Essential

• Ability to manage and prioritise own workload, using own initiative as required. Excellent secretarial skills, including ability to construct clear, grammatically correct letters and reports, at high standard of presentation. Advanced knowledge of Microsoft Office software applications (Word, Excel PowerPoint, Outlook. High level of written and verbal communication skills. High level of planning and organisational skills. Ability to 'multi-task', managing own workload and that of others, often with conflicting pressures, without supervision and within specified timescales. Ability to adapt to change and to develop services and systems to meet changing needs. Problem solving abilities.

Essential

Essential

• Conscientious, responsible and discreet. Self- motivated, proactive and innovative. Positive 'can do' attitude and willingness to put in extra effort to achieve goals. Polite and courteous when dealing with enquiries. Team player. Confident and articulate. Commitment to quality and best practice.

Desirable

• Organising of events

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Provide CIC

Address

Head Quarters Colchester

900 The Crescent, Colchester CO4 9YQ

Colchester

CO4 9YQ

Employer's website

https://www.provide.org.uk/ (Opens in a new tab)