Venesky-Brown’s client, a public sector organisation in Argyll and Bute, is currently looking to recruit a PA to Head of Service for an initial 4 week contract with potential to extend on a rate of £15.90/hour PAYE. This role will be a hybrid of working at home and in the office. The working hours are 17.5 hours per week.

 

Responsibilities:

 

– Ensuring all invites are sent as required and venues are booked

– Collation of reports received

– Ensuring a minute taker is available or acting as minute taker if required

– Ensuring all minutes are taken, typed and distributed

– Ensuring processes are followed and completed within legislative timescales

– Dealing with mail (incoming and outgoing), initiating and responding directly to correspondence and other contacts as appropriate within a framework provided by the Head of Service.

– Word processing and audio/copy typing.

– Ensuring delivery of a front line service to colleagues and customers is maintained, who may be either internal or external, by where appropriate dealing directly with queries via telephone, e-mail or face to face in the first instance, exercising appropriate initiative in passing on information or referring callers to appropriate persons where required to ensure they are provided with the best quality response from the department.

– Locating and booking venues for training courses and meetings including hospitality and video links.

– Arranging travel and accommodation for Headquarters staff

– Providing Human Resources with necessary paperwork/information as required for personnel issues within the Headquarters Team, including all paperwork connected with advertising posts and new starts and leavers.

– Participating in recruitment processes as and when required for the Headquarters Team

– Deal with enquiries from other agencies/departments as directed by the Head of Service.

– Develop, implement, monitor and maintain internal and external administrative information (including Eclipse), filing and archiving systems/processes efficiently and effectively, to allow for enquiries to be made of information and reports run from systems, and to participate in data collection and input at any time.

– Compile and present statistical and other management information and returns as required by the Head of Service to allow informed decisions and actions to be taken including the updating of Pyramid.

– Assist in the preparation of information for audit and quality assurance purposes both internal and external.

– Preparation of reports on behalf of the Head of Service as and when required.

– Processing invoices and inputting financial information on to spreadsheets and or databases.

– Processing subsistence and travel claims for the Headquarters Team and maintaining spreadsheets.

– Processing overtime/standby claims for the Headquarters Team and maintaining spreadsheets.

– Purchasing all equipment and stationery and maintaining stock control process for the Headquarters Team.

 

Essential Skills:

 

– 3 Standard Grades at bands 1-3 or National 4/5 (or equivalent), to include English

– 2 years’ experience of working in a busy office/team environment

– Minute taking

– Previous experience of engagement and liaison with other agencies and staff

– Experience of working with the public

– General knowledge of office administration.

– PC literate and good working knowledge of Microsoft Office applications.

– Post holder is required to travel effectively and efficiently throughout Argyll and Bute and beyond to meet the needs of the service.

– Required to pass internal systems check

– Ability to deal with confidential information and an appreciation of its importance within a Local Authority.

– Work with others from across different areas to provide the customer/client with an integrated service

– Build good working relationships with colleagues and other stakeholders

– Manage conflicting priorities through regular review and positioning of tasks

– Review how things are done with a view to delivering services differently when necessary

 

 

Desirable Skills:

 

– HNC/D or equivalent in administration/management or similar.

– Certificate in ECDL (or equivalent) or working towards it.

– Working within Social Work or Local Authority

– Working autonomously

– Prioritising workload of self and others

– Experience of working with Eclipse

– Knowledge and understanding of Social work.

– Knowledge of financial process.

 

 

If you would like to hear more about this opportunity please get in touch.

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