Full time, office based role
Responsibilities include: supporting diary and email management for the Assistant Directors and cover for Director PA, meeting support, picking up queries/complaints from customers, other depts, members and MP’s.
Role Overview
* To provide a full and confidential personal assistant and secretarial service to the Assistant Directors of Adults and Cultural Services.
* To support members of the senior leadership team with diary management, meeting support and other tasks as requested.
* To support, as directed, in delivering the work of the secretariat service and its work programme
Main Duties and Responsibilities
* To assist their manager in the secretarial workloads to ensure standardised systems are in place and are followed as far as is practicable
* To deputise for their manager at meetings as appropriate and provide cover within the Secretariat.
* To maintain electronic diary systems, arranging appointments/meetings/travel arrangements and collating/preparing agendas, minutes and other papers on behalf of ADs.
* Supporting the Assistant Directors in managing complex and sensitive issues arising on a regular or ‘ad hoc’ basis.
* To receive visitors and to respond to and screen telephone calls, emails and other enquiries to provide a high level of customer care, including liaising with the Chief Executive, Chief Officers, County Councillors, MPs, other parorganisations, departmental colleagues and service users.
* To co-ordinate incoming and outgoing correspondence/mail, taking appropriate action to record, track, progress and prioritise work, composing correspondence on own initiative as required.
* To produce letters, reports, emails, spreadsheets and presentations etc. as required to a professional standard.
* Compose and send out routine correspondence as directed by manager and draft more complex correspondence for approval
* To provide assistance in ensuring complaints and other correspondence received by the Assistant Directors and Heads of Service are followed up and dealt with appropriately.
* To co-ordinate, produce and distribute departmental and service updates electronically within agreed timescales • Process media enquiries in liaison with appropriate AD, Head of Service or Director
* To respect the confidential nature of the work of the secretariat service
Previous experience in a similar role is essential
Salary description
£13.91 - £13.91 per hour