Venesky-Brown’s client, a public sector organisation in Glasgow, is currently looking to recruit a Personal Assistant for an initial 2 month contract with potential to extend on a rate of £14.31 – £20.29/hour PAYE. This role will be a hybrid of working at home and in the office.
 
Responsibilities:
 
– Taking the lead on administrative support across a wide range of the organisation’s business.
– Proactive management of diaries and schedule.
– Working in a fast-paced environment, actioning correspondence on own initiative where appropriate and fielding workflow as tasks arise, interacting with a broad range of key internal and external contacts, and proactively and independently managing meetings, projects and events.
– Act as main point of contact and utilise knowledge of the organisation to deal sensitively with incoming calls and emails to the office from a variety of callers including government bodies, other institutions. Use initiative and experience to deal with the approach personally, initiate action or pass to the appropriate person for action.
– Extensive electronic diary management for senior colleagues, with a wide variety of staff and external stakeholders. This will often involve negotiation and influencing skills to resolve scheduling conflicts and to delegate commitments to other members of staff.
– Take forward the delivery of actions across the range of office business, with discretion to act independently where appropriate. This will include using own initiative and judgement to respond to correspondence and resolve queries on their behalf. 
– In the absence of the clerk, take the lead in organising and providing administrative support for weekly Management Group meetings. This will involve co-ordinating and drafting agendas, collating and reviewing papers, presentations, minutes and actions.
– Organise travel arrangements – book travel and accommodation as required and ensure relevant paperwork and briefings are provided.  Prepare travel itinerary where required. 
– Assist in collecting and collating information from various sources in relation to projects currently being organised through the office and to support the preparation of presentations and other materials for internal and external presentation. 
– Prepare agenda and associated papers for Committees as required. Clerk meetings and record concise minutes, ensure non-attendees of meetings are made aware of any actions concerning them. Co-ordination and progressing of appropriate follow-up actions and maintenance of case/events schedule.
– Provide high-level administrative support for complaint/disciplinary cases which may arise from time to time in the College. Assist the principal investigator with organising meetings and ensuring concise notes and records are kept according to protocols and procedures. 
– Act as key contact for facilities issues including renovations and refurbishments. Ensure adequate inventory of stationery and IT equipment to meet needs of staff, and other general administrative duties as required. 
– Establish, monitor and maintain administration and filing systems. Proactively implement and continuously update procedures to streamline processes.
 
Essential Skills:
 
– Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role
– Practice-based knowledge of establishing and delivering a comprehensive range of administrative services in busy office or project environment
– Excellent administrative skills
– Excellent interpersonal skills and communication skills (written and oral)
– Tact, diplomacy, discretion and confidentiality
– Ability to organise and prioritise workload and plan ahead independently
– Flexibility and willingness to adapt to changes and problem solving
– Self-motivation and experience of successfully applying initiative
– Ability to simultaneously handle and prioritise diverse complex tasks, meeting tight schedules while providing a positive and responsive service
– Ability to discharge personal responsibilities in a self-sufficient manner while successfully working as a member of a small team
– Ability to act calmly and methodically within a pressurised environment
– Ability to examine and contribute to on-going operational and procedural efficiency improvements
– Strong analytical and problem solving skills which can be applied to varied and complex tasks
– Excellent written communication skills as can be applied to drafting brief reports and correspondence
– Strong IT skills including use of Microsoft Office and Zoom
– Relevant experience in a similar role
– Experience of working independently, using initiative, judgement and discretion to resolve issues and challenges.
– Experience of working successfully as part of a team
– Experience of using initiative to solve problems or deal with unexpected changes in workload
 
 
Desirable Skills:
 
– Degree in a relevant discipline.
– Knowledge of Higher Education.
– Demonstrable experience of senior level diary management utilising Microsoft Outlook
– Experience of using influencing and negotiating skills to build strong relationships with colleagues
 
 
If you would like to hear more about this opportunity please get in touch.