Personal Assistant

JOB ROLE PURPOSE Personal Assistant

Provide professional organisational support to corporate leadership through the delivery of executive personal assistant services.

Be the point of contact for the Leadership Team, acting as an ambassador for the Council by providing an excellent customer service.

KEY TASKS Personal Assistant

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• Answer telephone calls and deal with initial enquiries from members of the public, Senior Managers, people who use services, MPs and Elected Members etc. Filtering and directing incoming telephone queries where they cannot be resolved at first contact, identifying urgent/sensitive matters.
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• Collate, disseminate and control the distribution of mail and other documentation and information received or originated by the Leadership Team member.
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• Proactively screen the Leadership Team members emails for meeting requests/ meeting papers etc and ensure that these are either electronically filed or a hard copy produced as per individual needs.
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• Maintain the electronic diary on behalf of the Leadership Team member, arranging meetings and events, booking venues, issuing invitations, preparing and obtaining background papers, briefing notes and speeches as directed.
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• Manage correspondence, seek responses from relevant sources and draft responses as necessary.
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• Ensure that systems operate for all correspondence to be correctly directed and responded to in a timely manner.
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• Provide a progress chasing function to ensure speedy, accurate and effective follow up actions to maintain organisational standards.
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• Actively pursue matters arising from meetings and ensure they are acted upon in a timely manner.
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• Collate agendas and take minutes for meetings as required and be responsible for the distribution of relevant papers.
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Knowledge & Skills: Personal Assistant

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• Excellent literacy and numeracy skills.
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• Good interpersonal and communication skills.
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• Minute taking.
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• Strong organisational skills.
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• Knowledge of relevant specialist legislative requirements relating to businesses processes e.g. GDPR.
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• Understanding of confidentiality and sensitivity.
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• Ability to analyse information and make an appropriate decision on a course of action.
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• Comprehensive IT skills e.g. use of Microsoft Office etc.
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• Ability to work efficiently and accurately.
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• Ability to work to multiple and/or conflicting demands.
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• Ability to work on own initiative.
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Experience: Personal Assistant

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• Working in a customer service or office environment.
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• Experience of providing personal assistant support to all levels of seniority.
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• Ability to project a professional persona which reflects a positive corporate image of the Council.
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