Personal Assistant - Harrow On The Hill, United Kingdom - Grafton Recruitment

Grafton Recruitment
Grafton Recruitment
Verified Company
Harrow On The Hill, United Kingdom

4 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Job Title:
Personal Assistant


Location:
Harrow


Hourly Pay Rate:
£11.76 to £14.32 dependent on experience


Hours: 37.5 per week


Length of the contract:
Initially 3 to 6 months with potential to extend

Grafton Recruitment are now seeking to appoint an experienced Personal Assistant to our Public Sector client based in Harrow. The Personal Assistant will be responsible for the smooth running of the administrative service, handling office management andfacilities issues.

The Personal Assistant will also ensure the smooth operation of the assigned management team by providing a highly effective liaison service within the division and other departments, as well as with a wide range of external bodies and individuals.


Duties of the Personal Assistant

  • To ensure the smooth operation of the assigned management team by providing a highly effective liaison service within the division and other departments, as well as with a wide range of external bodies and individuals.
  • To be responsible for the smooth running of the administrative service, handling general office management and facilities issues, and for the development and maintenance of efficient and effective systems and processes.
  • To provide high quality comprehensive administrative and secretarial service to the management team by taking minutes of meetings and scheduling meetings.
  • Preparing data and activity reports as required.
  • Analysing and preparing data in a presented format with a breach report whenever required.
  • Deal appropriately with telephone calls and using judgement to determine priority and importance of the issue, including sensitive, confidential and patient related matters, and refer on as appropriate.
  • Manage and plan meetings, events and conferences, finding and booking venues, producing confirmation of such meetings and events as a matter of course. This will involve planning venues around a schedule of proposed meetings and events, ensuring adequateaccommodation and resources, including refreshments and equipment are ready available.
  • Maintain and update any files, records, or directories used by the division, including any filing systems, ensuring these are kept accurate and current for reference purposes, avoiding duplication.
  • In conjunction with appropriate staff, investigate and deal with complaints specific to the divisions' offices, both written and verbal and to ensure accurate records are kept.
  • Take the lead on administrative or facilitiesrelated projects such as office moves, and play a lead role in coordinating major divisional projects, including the management of resources, developing and maintaining project control documentation and writingcommunications. Ensure projects meet objectives and deadlines, ensuring that potential issues or conflicts are rapidly identified and resolved.
  • Record annual leave and sickness for the divisions and the consultant body, arranging appropriate cover for own role during periods of absence.
  • Maintain a record of nonrequisition orders, ensuring they are properly signed off once received and progress chasing those not received on time.
  • Maintain a record of expenditure and commitment, making recommendations to the division on the planning of expenditure throughout the year, to ensure budget is kept in line with allocation at the yearend and the needs of the department are met.

Role Criteria

  • Educated to degree level or evidence of equivalent level of ability e.g. experience of working within a Public Sector environment with knowledge of a full range of administrative and organisational procedures.
  • Advanced typing and/or secretarial course.
  • Diploma or secretarial qualification or equivalent Business Administration qualification.
  • Experience as a professional Secretary or PA at senior level in a large, complex organisation.
  • High level of IT skills with MS Office (Excel, PowerPoint, Word and Outlook).
  • Experience and understanding of dealing with confidential and sensitive matters.
  • Extensive minute taking experience.
  • Office management experience including development and maintenance of systems and processes.
  • Excellent written and verbal communication skills.
  • Excellent administration and organisational skills, particularly diary management.
  • Experience drafting reports and presentations.
  • Ability to assist in the development, administration and management of projects.

Hiring Contact:
Tiegan Clark


Agency:
Grafton Recruitment

If you would like any further information about any vacancies before applying, please feel free to contact
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