· Web view2016. 3. 8. · Purpose of the job. To provide a high quality secretarial and...
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Job Description Job title Personal Assistant Team Business Support Band 7 Reporting to Facilities Manager Management responsibility None Purpose of the job To provide a high quality secretarial and organisational support service to members of the Senior Management Team and provide support to their wider team. The Personal Assistant (PA) is based on an open plan floor and the job holder will be one of a small team of PA’s (all of whom cover for one another when needed). The job holder will also be required to alternate with the other Personal Assistants to cover reception duties. Main duties (but not limited to): Effective diary management, assessing priority of appointments and reallocation as necessary; To coordinate meetings as well as travel and accommodation needs for the Senior Management Team member; Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries; Sorting, distributing and responding or drafting responses to emails/mail in a timely and efficient manner as directed by the Senior Management Team member; Preparation of paperwork for meetings for the Managing Director and team. Processing expense claims Organising conference calls, Video Conferences as well as other events as required; To act as an enabler for Video/Audio Conference technology for the wider British Business Bank community, sorting out issues and raising service requests as required. Providing Secretarial support (for e.g. taking minutes at meetings, printing documents, arranging for timely production of reprographics and raising purchase orders etc.). Proactive Diary Management Keeping diary up to date to ensure that the Senior Manager can utilise their time effectively. Protecting desk time to allow Managing Director to undertake considerative tasks (e.g. evaluating proposals, developing strategy and coaching staff). Ensure purpose of meeting is clear and to check with MD before committing substantial time. Arrange regular Diary reviews with Senior Management Team member. Meeting Preparation Arrange required meetings in a timely manner having agreed the attendees with the Senior Management Team member (including refreshment requirements, VC/Audio conference needs etc.). Ensure papers are sourced from meeting originator. Travel and accommodation: Intelligent management of travel arrangements. Make travel and accommodation arrangements adhering the British Business Bank travel policy. In-box management Monitor the company general enquiries inbox. Manage the Managing Director inbox, team inbox and direct enquiries and emails to the relevant individuals in a timely manner. Meeting and greeting guests on behalf of the Managing Director and the wider team. Knowledge and experience Experience of providing Personal Assistant support to Senior Management (Managing Director level). Exceptional diary management skills Ability to manage complex diaries Excellent IT and administration skills including working knowledge of word processing, spreadsheet and presentation software packages, Exceptional knowledge and experience of using Microsoft Office - Word, Excel and PowerPoint. Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes/reports. Internal and external stakeholders Senior Management Team British Business Bank Board, including Non-Executive Directors (NED’s) The wider British Business Bank Community Budgets / fund size / scope of investments None
Transcript of · Web view2016. 3. 8. · Purpose of the job. To provide a high quality secretarial and...
Job DescriptionJob title Personal AssistantTeam Business SupportBand 7Reporting to Facilities ManagerManagement responsibility None
Purpose of the jobTo provide a high quality secretarial and organisational support service to members of the Senior Management Team and provide support to their wider team. The Personal Assistant (PA) is based on an open plan floor and the job holder will be one of a small team of PA’s (all of whom cover for one another when needed). The job holder will also be required to alternate with the other Personal Assistants to cover reception duties.
Main duties (but not limited to): Effective diary management, assessing priority of appointments and reallocation as necessary; To coordinate meetings as well as travel and accommodation needs for the Senior Management Team member; Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal
with queries; Sorting, distributing and responding or drafting responses to emails/mail in a timely and efficient manner as directed
by the Senior Management Team member; Preparation of paperwork for meetings for the Managing Director and team. Processing expense claims Organising conference calls, Video Conferences as well as other events as required; To act as an enabler for Video/Audio Conference technology for the wider British Business Bank community, sorting
out issues and raising service requests as required. Providing Secretarial support (for e.g. taking minutes at meetings, printing documents, arranging for timely production
of reprographics and raising purchase orders etc.).Proactive Diary Management
Keeping diary up to date to ensure that the Senior Manager can utilise their time effectively. Protecting desk time to allow Managing Director to undertake considerative tasks (e.g. evaluating proposals, developing
strategy and coaching staff). Ensure purpose of meeting is clear and to check with MD before committing substantial time. Arrange regular Diary reviews with Senior Management Team member.
Meeting Preparation Arrange required meetings in a timely manner having agreed the attendees with the Senior Management Team member
(including refreshment requirements, VC/Audio conference needs etc.). Ensure papers are sourced from meeting originator.
Travel and accommodation: Intelligent management of travel arrangements. Make travel and accommodation arrangements adhering the British Business Bank travel policy.
In-box management Monitor the company general enquiries inbox. Manage the Managing Director inbox, team inbox and direct enquiries and emails to the relevant individuals in a timely
manner. Meeting and greeting guests on behalf of the Managing Director and the wider team.
Knowledge and experience Experience of providing Personal Assistant support to Senior Management (Managing Director level). Exceptional diary management skills Ability to manage complex diaries Excellent IT and administration skills including working knowledge of word processing, spreadsheet and presentation
software packages, Exceptional knowledge and experience of using Microsoft Office - Word, Excel and PowerPoint. Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely
minutes/reports.
Internal and external stakeholders Senior Management Team British Business Bank Board, including Non-Executive Directors (NED’s) The wider British Business Bank Community
Budgets / fund size / scope of investments
None
Management responsibility if appropriate
No management responsibility
Key competencies/behaviours
Excellent organisational skills A team player with a flexible approach Calm and professional manner Ability to prioritise and multi-task Strong written and verbal communication skills Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy. Ability to deal with sensitive information with discretion and to maintain confidentiality at all times. Ability to use your own initiative
QualificationsRequired for the role Additional / desirable
Is this a regulated role? No
