PA Lead
Venesky-Brown’s client, a public sector organisation in Stirling, is currently looking to recruit a PA Lead for an initial 12 month contract on a rate of £17.07 per hour PAYE.
Responsibilities:
– Prioritise & Co-ordinate workload of self and allocated PAs to ensure tasks are delivered within required timescales, taking initiative and demonstrating resourcefulness when dealing with day-to-day matters.
– Responsibility for undertaken HR process relating to allocated PAs, including supporting attendance and performance management processes.
– Review and co-ordinate the workload of those you are supporting in order to forward plan and work flexibly around these demands.
– Research, gather, collate and arrange appropriate distribution of information, and to provide information before meetings or for other purposes.
– Proactively manage and maintain electronic appointments diary, including arranging meetings, functions and appointments as required by senior management.
– Organise and maintain comprehensive tracking processes, including operating effective bring forward systems.
– Monitor email accounts, keeping abreast of issues, responding to emails where appropriate and highlighting urgent and/or outstanding issues.
– Provide support in preparing presentations for talks, briefings to staff, conferences and external partners;
– Compose routine correspondence on behalf of Senior Management and draft non-standard correspondence and responses for Senior Management signature
– Provide support at meetings by preparing agendas, taking, transcribing and issuing minutes and following up appropriate actions; including identifying action points and providing aide memoirs for Senior Management.
– Support Senior Managers in their roles/involvement with national bodies and networks, liaising with office-bearers and providing admin support as required.
– Communicate effectively in a confident and professional manner, ensuring good customer service.
– Screen and filter all callers in person or by telephone and direct them appropriately ensuring that senior managers are adequately briefed.
– Deal effectively with complaints, enquires and issues which arise in the absence of Senior Management ensuring good customer service.
– Support Senior Management with budget monitoring, within agreed framework.
– Co-ordinate and support recruitment and other HR related arrangements as requested, in conjunction with HR and trade unions.
– Implement effective records management, storage and archiving of service correspondence, confidential reports and other documentation, making best use of technology.
– As required, lead or undertake projects of a cross team nature eg. System development, changes to process/procedures, ad hoc working groups, etc.
– Support colleagues within the service and provide cover as and when required.
– Undertake any other appropriate duties as required to minimise the involvement of Senior Management in high level administrative tasks to contribute to the effectiveness of the service, for example co-ordination of the FOI’s, complaints, weekly contract tender reporting, etc.
– Undertake any other appropriate duties, for example, undertaking DSE workstation assessments, Fire Warden duties.
Essential Skills:
– Business Administration Qualification, or significant relevant experience.
– Highly competent in the use of computer software to produce accurate and attractively presented work. You will be using Office365 packages.
– Excellent communications skills.
– Strong organisational and forward planning skills.
– Discretion and confidentiality.
– Typing at 40 wpm.
– Experience in a similar role 5 years.
– Experienced team player.
– Excellent I.T. skills to produce accurate and attractively presented work.
– Experience in using social media as a business tool
– Require a high degree of interpersonal skills and the ability to engage with people at all levels of the Organisation and partner organisations, dealing with very confidential and sensitive information.
– Communicate fluently verbally and in writing and able to understand and deal with a range of complex information.
– Regularly deal with a wide range of organisations and individuals.
– Write reports to present data and information clearly to a range of audiences for example, elected members and the public.
– Analyse and organise information and prepare reports and briefings to deadlines.
– Use discretion and judgment in dealing with confidential matters.
– Able to work under pressure and meet timescales.
– Flexible to changing workloads taking opportunities for continuous development.
– Work under broad direction with full accountability for own work and the work of support service employees.
– Deliver high standards of customer service at all times
Desirable Skills:
– Audio Typing.
– SQA or equivalent qualification in English at higher level
If you would like to hear more about this opportunity please get in touch.