Job Description

Brook Street are currently working on behalf of our government client to recruit a PA to provide administrative support to challenge directors.

This is a temporary contract role until March 2022.

The role is based in Swindon and offers a combination of office based and home working.

To deliver comprehensive, proactive and consistent support with a heavy focus on diary management and travel we require an individual with experience of managing their own time effectively in a role supporting multiple individuals who work mainly in the field.

Key Responsibilities and Accountabilities:

• Co-ordinate and maintain, often complex calendars
• Organise key meetings including liaising with external stakeholders, arranging venues, accommodation, refreshments and other requirements as necessary
• Assist with travel bookings as required

• Ensure that commitments and competing demands are efficiently managed
• Anticipate future needs to enable the Team to operate effectively and efficiently
• Ensure when managing this information that the Confidentiality Code of Practice is adhered to at all times

• Ability to work with a wide range of internal and external stakeholders.
• Build a good understanding of the Challenge areas and understand the Team's priorities to be able to identify what to raise and when with regards to any issues arising
• Screen telephone calls, enquiries and requests and deal with as appropriate
• Occasional monitoring of email mailboxes if required, responding to email requests as appropriate; ensuring that any issues are dealt with promptly
• Type and prepare documents, correspondence/presentations and reports. This includes producing high quality, original letters and a range of documents which will require effective Excel and PowerPoint skills
• Collate materials, research and analyse background information to assist the Team as required
• Prepare and issue agendas if necessary for meetings, and attend as note/minute taker if required. Undertake any follow up actions delegated
• Maintain and update any files, records, or directories used by the Team, including any confidential filing system, ensuring these are kept accurate and current for reference and audit purposes
• Compile all necessary paperwork and maintain a 'bring forward' system to ensure that the Team are fully briefed prior to appointments and are able to respond to deadlines on differing requirements
• Provide support for the Line Manager as necessary

This is an outline description of the key responsibilities and accountabilities involved in the job. This is not an exhaustive list and the post-holder might be expected to undertake any other duties across the wider directorate, commensurate with the Band and level of responsibility of this post, for which the post holder has the necessary experience and/or training.

Person Specification:

Qualifications:

• Educated to 'A' level standard or with equivalent working experience at senior level

Experience:

Essential -

• A professional and proven Personal Assistant, with experience of working at a senior level
• Clear experience of complex diary management for multiple individuals
• Experience of working in a large-scale, fast-paced environment
• Evidence of working with virtual/remote teams
• Proven record of working across the Microsoft Office suite with a particular aptitude for working with Outlook

• Experience of liaising with multiple stakeholders and staff

Skills:

• A proactive individual with a high degree of organisational ability and attention to detail
• A proven self-starter, able to work unsupervised and on own initiative with the ability to prioritise and multi-task
• High level of ICT skills and facility with IT systems and applications including MS Word, Excel and Powerpoint and the ability to support their teams with basic hardware and systems issues
• Excellent written and oral communication skills
• A robust and adaptable approach
• Excellent interpersonal skills, including tact and discretion
• Able to adapt their approach to suit the intended audience
• Effective time management skills
• Ability and willingness to take decisions, even in uncertain circumstances

If this sounds like the role for you please apply online today.