To Provide a Comprehensive, Confidential and Professional Secretarial and Administration

To Provide a Comprehensive, Confidential and Professional Secretarial and Administration

Name:
Job Title: / PA toDirector of Group Change
(Band 13)
Reports To: / Director of Group Change
Direct Reports: / nil
Indirect Reports: / nil
Working Relationships: / Internal:
Management Team
Department Managers
B & CE Staff
External:
Employers and Members of the Public
Employer Organisations
Third party agencies e.g. travel agents, hotels, suppliers etc.

Main Purpose:

To provide a comprehensive, confidential and professional secretarial and administration service to the Director of Group Change.

Working closely with the PA to the Chief Executive and the PAs across the organisation, to help ensure the smooth running of an efficient and effective Executive team. To be welcoming, hospitable, culturally sensitive proactive and help deliver a range ofadministration services.

Key Responsibilities:

  • Prepare agendas, take minutes, chase deadlines and manage input required for regular reporting requirements
  • Act as point of contact for the Director of Group Change, receiving all calls, liaising and dealing with Senior Staff, Board and Trustee members.
  • Co-ordinate a wide variety of project based work such as market research, business planning and forecasting. Proactively maintain and monitor executive schedules, appointments and travel arrangements to make effective use of the Director of Group Change’s time.
  • To proactivelymanage, process and prepare all types of business correspondence including letters, emails. agenda, minutes, PowerPointpresentations, reports and spreadsheets.
  • Control and manage the Director of Group Changefiling systems and draft/compose correspondence independently as required.
  • Manage and co-ordinate the timely collation and distribution of documentation including monthly reports, presentations and business plans. Assist with the circulation of papers and training to Boards, Trustees and the Leadership groups as required.
  • Provide adhoc PA support to other Directors in the business
  • Take responsibility for ad hoc tasks set by theGroup Director of Change.
  • Proactively maintain and monitor the Group Director of Change’s recruitment and budgetary requirements, ensuring the department remains on track with the business targets set.
  • Monitoring and oversight of the departments Group Risks and the current controls to ensure regular updates are provided and given timescales are met, along with providing support to the Group Director of Change to ensure all given Risks are on target for Completion in the given timescales.
  • Take responsibility for the departments seating arrangements, adequately planning any required desk or teammovements.
  • Provide support to the Group Director of Change for the company and departments Business Continuity planning.
  • Organisation of any events on behalf of the Group Director of Change, including team events.
  • Creation and management of any communications for the Group Change Department.

Job Holder Specification:

Formal Education: / Educated to GCSE standard or equivalent
Experience: / PA experience in a similar role or proven ability to manage multiple tasks to deadlines
Technical Experience: / Expert user of Microsoft Office, with extensive use of PowerPoint
Essential: / Well organised, able to prioritise work on own initiative
Proven ability to: / Operate at a senior level, work confidentially
Desirable: / Administration experience and/or project management experience in financial services

Personal Qualities:

Ability to work autonomously

Intelligent, articulate and persuasive and able to present plans logically

Good ability to represent the organisation externally

Numerate with good attention to detail, organised

Collegiate and co-operative

Job Holder signature: ______

Line Manager signature: ______

PA to Group Director of Change

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