Personal Assistant

Venesky-Brown’s client, a public sector organisation in Paisley, is currently looking to recruit a Personal Assistant for an 8 to 10 week contract on a rate of £18.34/hour (PAYE). 
 
Responsibilities  
 
– Engage with stakeholders by building effective and trusted relationships with key stakeholders. 
– Provide specialist advice through understanding current legislative and statutory needs of the service 
– Interact with counterparts within organisation and other external agencies and partners to arrange meetings, conference calls, diary schedules, etc 
– Manage and process all incoming mail and email correspondence as required. 
– Maintain diary of appointments and meetings for the Chief Officer as required and maintain details of planned leave for their direct reports 
– Screen telephone calls, enquiries and requests and handle them when appropriate 
– Attend meetings at senior level within the organisation to take minutes/action notes and prepare and issue details of these meetings, some of which may contain political and sensitive information 
– Assist with the follow up actions from meeting outcomes by liaising with appropriate senior officers, external agencies/partners etc 
– Assist with managing and maintaining an effective computer based filing system and, where appropriate, manual filing system 
– Retrieve information via intranet and internet on particular issues when required 
– Manage and prioritise workload, meet deadlines and use initiative 
– Arrange travel itinerary and hotel bookings as required  
– Manage and process complaints and enquiries and ensure timeously response 
– Contribute towards the collation of responses for Freedom of Information Requests and Subject Access Requests 
– Produce and maintain a variety of documents such as briefing papers, reports, presentations, structure charts etc using a range of ICT packages. 
– Coordinate submission of board reports for relevant service area by liaising with other Corporate Support Officers, Committee Services, senior officers etc 
– Typing and formatting of Board Reports for relevant service area 
– Liaise with ICT relating to new access/equipment requests, systems faults and equipment faults for Chief Officers 
– Maintain gift and hospitality registers for relevant service area 
– Provide general office support such as ordering and monitoring stationery supplies, manual filing, support for MFD faults etc 
– Provide administrative support to senior officers 
– Follow up on audit action plans by liaising with senior officers as appropriate  
– Build and manage relationships with internal and external agencies/stakeholders relevant to area of operational delivery and providing advice where appropriate 
– Represent the service at both internal and external events as appropriate 
– Support and participate in projects and initiatives to improve efficiency and service delivery  
– Continually review service processes and systems, make recommendations for standardisation and improvement 
– Provide administrative support as required to projects across the organisation 
– Ordering goods and services using procurement systems and procurement cards 
– Maintain appropriate records for financial transactions including invoices and reconciliation of procurement cards as per internal procurement processes 
– Adhere to the commitment to Health and Safety, Supporting Attendance, Equal Opportunities, GDPR and compliance with all other relevant policies 
– Provide cover for other Corporate Support Officers 
 
Essential Skills: 
 
– Significant secretarial experience at Director and/or Senior Manager level 
– Public Sector experience 
– Extensive experience of diary management and arranging events and conference calls 
– Able to work efficiently and accurately when under pressure to meet tight deadlines. 
– Effective computer skills, Word (advanced level), PowerPoint (advanced level) and Internet 
– Effective organisational, planning and prioritisation skills and attention to detail. 
– Effective literacy and numeracy skills 
– Effective communication (written and verbal) and interpersonal skills. 
– Ability to motivate others and influence work behaviours. 
 
Desirable Skills: 
 
– Secretarial Qualifications 
– Local Authority experience 
– Experience of handling Policy Papers. 
– Ability to deal with ambiguity. 
– Must be flexible and able to commit the time required to complete tasks. 
– Track record of being a team player within a large scale, rapid and process driven environment 
 
If you would like to hear more about this opportunity please get in touch.