Personal Assistant
Venesky-Brown’s client, a public sector organisation in Paisley, is currently looking to recruit a Personal Assistant for an initial 3 month contract on a rate of £17.72/ hour PAYE – working 35 hours per week. This role will be based in Paisley, will have the opportunity to work both in the office and from home part of the week.
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 the 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 including delegating responses to other Senior Officers in the absence of the Chief Officers
– 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 organisation’s 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 elected member 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 the organisation’s internal procurement processes
– Adhere to the organisation’s commitment to Health and Safety, Supporting Attendance, Equal Opportunities, GDPR and compliance with all other relevant policies
– Provide cover for other Corporate Support Officers
– Will be required to undertake other duties and responsibilities commensurate with the grade.
If you would like to hear more about this opportunity please get in touch.
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 the 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 including delegating responses to other Senior Officers in the absence of the Chief Officers
– 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 organisation’s 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 elected member 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 the organisation’s internal procurement processes
– Adhere to the organisation’s commitment to Health and Safety, Supporting Attendance, Equal Opportunities, GDPR and compliance with all other relevant policies
– Provide cover for other Corporate Support Officers
– Will be required to undertake other duties and responsibilities commensurate with the grade.
If you would like to hear more about this opportunity please get in touch.
