PERSONAL ASSISTANT - SHORT TERM 4 WEEK CONTRACT - PART TIME.
One of Loriens leading public sector clients is looking to to bring on a experiences Personal Assistant to the Head of Service, this is an inside IR35 contact on an initial 4 weeks contract working 17.5 hours per week.
KEy SKILLS
Planning:
Assist the Head of Service to ensure that high quality services and best value are delivered to service users by ensuring that all agreed plans are implemented efficiently and effectively. In particular:
Supporting the Head of Service by providing sound administrative support in regard to minute taking to allow them to deliver high quality services, including:
- Ensuring all invites are sent as required and venues are booked
- Collation of reports received
- Ensuring a minute taker is available or acting as minute taker if required
- Ensuring all minutes are taken, typed and distributed
- Ensuring processes are followed and completed within legislative timescales
Supporting the Head of Service reporting and monitoring requirements:
Ensure the Head of Service receives sound administrative support to allow them to deliver high quality services. This involves planning of work to ensure all the following services are covered efficiently and effectively:
Dealing with mail (incoming and outgoing), initiating and responding directly to correspondence and other contacts as appropriate within a framework provided by the Head of Service.
Word processing and audio/copy typing.
Ensuring delivery of a front line service to colleagues and customers is maintained, who may be either internal or external, by where appropriate dealing directly with queries via telephone, e-mail or face to face in the first instance, exercising appropriate initiative in passing on information or referring callers to appropriate persons where required to ensure they are provided with the best quality response from the department.
Locating and booking venues for training courses and meetings including hospitality and video links.
Arranging travel and accommodation for Headquarters staff
Providing Human Resources with necessary paperwork/information as required for personnel issues within the Headquarters Team, including all paperwork connected with advertising posts and new starts and leavers.
Participating in recruitment processes as and when required for the Headquarters Team
Deal with enquiries from other agencies/departments as directed by the Head of Servic.
Supporting the Head of Service's reporting and monitoring requirements:
Develop, implement, monitor and maintain internal and external administrative information (including Eclipse), filing and archiving systems/processes efficiently and effectively, to allow for enquiries to be made of information and reports run from systems, and to participate in data collection and input at any time.
Compile and present statistical and other management information and returns as required by the Head of Service to allow informed decisions and actions to be taken including the updating of Pyramid.
Assist in the preparation of information for audit and quality assurance purposes both internal and external.
Preparation of reports on behalf of the Head of Service as and when required.
Ensure the confidentiality of clients, colleagues and other Departments/Agencies is maintained securely at all times.
Financial control responsibilities:
- Support budget monitoring for defined areas of responsibility such as processing invoices to ensure accurate and up to date information is available to the finance section and Head of Service. Assist efficient handling of financial activity by ensuring appropriate processes are followed in a timely way and a clear audit trail is in place. This includes:
- Processing invoices and inputting financial information on to spreadsheets and or databases.
- Processing subsistence and travel claims for the Headquarters Team and maintaining spreadsheets.
- Processing overtime/standby claims for the Headquarters Team and maintaining spreadsheets.
- Purchasing all equipment and stationery and maintaining stock control process for the Headquarters Team.
- 3. Health & Safety:
- All employees must follow the Council's health and safety policies, standards, systems and procedures and must follow any additional health and safety instructions required by their line management. Employees who manage staff (and/or control workers from outside bodies) must ensure that they comply with the Council's health and safety at work procedures and ensure that all workplace risks are assessed, suitable control measures are put in place and that these are communicated to the workforce in a way they understand.
Other duties & responsibilities:
- Undertake other duties appropriate to this job and grade, and as required by the line manager and ensure appropriate outcomes are achieved.
- An internal systems check will be undertaken in order to access Social Work databases.
Carbon60, Lorien & SRG - The Impellam Group STEM Portfolio are acting as an Employment Business in relation to this vacancy.