Our client in Burnley is seeking an experienced PA/Diary Manager to work full-time Monday-Friday for 37 hours each week. As the role is for the Head of Area, the successful applicant needs to be flexible to travel to Blackburn office on occasion.
The pay rate is 9.51p/h for the first 12 weeks and if extended will increase to £11.53p/h.
The role is to provide secretarial and administrative support to the Deputy Director by acting as the primary point of contact and assisting in the management of the day to day running of the division through the key tasks of diary coordination, compilation of correspondence and documents and the organisations of meetings and other engagements.
The job holder will have no line manager responsibilities
The job holder will be required to;
Manage Deputy Director¡¦s Diary
Supporting the Deputy Director in meeting business requirements by supporting them to resolve conflicting demands in planning schedules
Efficient maintenance of the Deputy Director¡¦s diary ensuring that time management is optimised
Acting as the first point of contact for the Deputy Director, using initiative and responding to and/or directing queries to the relevant parties
Acting as a screening point for the Deputy Director¡¦s telephone calls, general correspondence and e.mails, highlighting priority work and responding to queries using an understanding of Probation service delivery and the partnership map
Providing a full range of secretarial and administrative support and assistance to the Deputy Director, producing a range of material from correspondence to complex confidential reports
Developing and maintaining comprehensive and up.to.date electronic and manual filing systems which support the operational delivery of Probation services and are effective in storing and retrieving key data
Support planning and finalising of agendas for Divisional meetings, overseeing co.ordination and distribution of paperwork
Taking minutes at senior management meetings and distributing to relevant parties
Liaising directly with internal and external colleagues and partners to deal
with enquiries and to co]ordinate appointments and engagements
Keeping up to date with changes in key external partnerships which relate to Probation service delivery
Contributing towards the organisation and coordination of large scale divisional events
Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc
Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
Arranging business travel and accommodation for the Deputy Director.
Use communication effectively
Providing information, feedback and advice
Influencing and persuading
Participate in meetings where appropriate
Using appropriate skills, styles and approaches
Enhance your own performance
Manage own resources and professional development
Use information to take critical decisions
Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary
Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance
Plan, implement and manage systems for the exchange of sensitive information, data and intelligence