BBC ENGLISH REGIONS - JOB SPECIFICATION

Job Designation:Personal Assistant to HRLP

Grade:03D

To include:Secretary

Works to:Head of Regional & Local Programmes

Job Purpose

To provide full administrative and secretarial support to Head of Regional & Local Programmes. Has no line management responsibilities.

Key Behaviours

  1. To provide senior secretarial assistance to HRLP including arranging, attending and minuting meetings as required, organising the diary and making appointments.
  1. To maintain confidentiality with regard to all matters relating to the function.
  1. Word processing of correspondence, reports, minutes, Personal Performance Reviews and other documentation as required.
  1. Alerting HRLP to matters requiring their attention and problems within any areas of their responsibility including financial, editorial and personnel and liasing closely with relevant departments within the Regions.
  1. To be a first point of contact for BBC senior staff, public figures and dignitaries and inner-office liaison.
  1. Opening and distribution of post and dealing with routine correspondence.
  1. To arrange travel, accommodation and hospitality requirements as appropriate. This includes checking and signing all hospitality charge notes.
  1. To provide occasional secretarial back-up to members of the management team.
  1. Organising and maintaining office routines, filing systems and retrieval of information.
  1. To undertake occasional research projects under supervision, compilation of statistics and other information.
  1. To provide information where possible, maintain liaison between departments and ensure the efficient working of the office in the absence of HRLP.
  1. To maintain accurate and up to date computer records of departmental sick records for Television News & Current Affairs and report these to Personnel on a monthly basis. Provide departmental managers with information as and when required.
  1. Collate and prepare monthly training records for Television News & Current Affairs and submit to Personnel department.
  1. To deal with all work experience enquiries. Organise placements and issue agreements. Report work experience figures to Personnel on a monthly basis.

Person Specification

Skills, Knowledge and Experience

  1. Thorough knowledge of the BBC and some knowledge of the activities of Regional Broadcasting.
  1. An appreciation of the output and programmes of BBC South including Regional Television and Local Radio.
  1. An understanding of the logistics of programme making including rotas, use of resources and budgets.
  1. Some knowledge of the BBC’s financial procedures including Producer Choice.
  1. Senior secretarial experience requiring confidentiality and a high level of organisation.
  1. Practical experience of using office technology including computers, word processors and communication systems.
  1. Excellent secretarial skills including shorthand and word processing.
  1. Some knowledge of BBC policies including Health and Safety at work, pay and conditions of service and staff instructions.
  1. Experience of dealing with senior public figures and BBC senior management.