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.