PA to the Chief Operating Officer

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An experienced PA to provide a confidential, comprehensive, efficient, effective and timely Executive Assistant research and administrative service to the Chief Operating Officer and Director of
Governance, and teams as necessary, using the full range of secretarial skills including
Word, Excel, PowerPoint and minute-taking.

To work flexibly and on own initiative when necessary or when the Directors are not

available. To undertake research and produce reports. To manage delegated projects. To

be a first point of contact and resource for information from internal and external enquirers.

This job requires particular skills in prioritising competing demands between the individual's

own work priorities, those of the Chief Operating Officer and Director of Governance

(COO/DoG) and those relating to the operation of the CEO/Chair office. You are likely to

need to deal with issues which cause personal distress.

To organise and prioritise work, deal with routine matters, manage telephone enquiries,

draft correspondence, chase actions and responses, write own correspondence and

complete work in the required timescales.

To proactively or in consultation prepare research and background information for


To open all incoming post, match with previous correspondence, prioritise and filter and,

where appropriate take action, draft replies and disseminate to appropriate staff.

To manage the COO/DoG's email system, check, retrieve and action e-mails where


To act as first point of contact for the COO/DoG, dealing with enquires where possible

which may be of a sensitive and confidential nature.

To effectively manage diary commitments for the COO/DoG, working without supervision

to prioritise and rearrange as necessary, communicating with personnel at all levels

and with external contacts.

Organise events and meetings, prepare agenda papers, arrange venues and make

arrangements for presentations and refreshments as required. Attend, take, produce

and circulate minutes as required and undertake any follow up actions required.

Establish and maintain effective relationships with members of other directorates and

support where necessary.

Prepare PowerPoint presentations for the COO/DoG if needed.

Provide clear and concise details for travelling to and from external meetings/venues (i.e.

maps, costs, timetables) and organise and book travel and accommodation if necessary.

Develop policies and processes for specific areas of responsibility

Ensure the efficient running of the office, maintenance of equipment, stationery supplies,

filing and retrieval systems.

Maintain an effective bring forward system.

When appropriate, to access budget codes and requisition on behalf of the COO/DoG, in

accordance with all the appropriate Corporate Policies and Procedures. Maintain

records of expenditure. Arrange payment and track applications for reimbursement of


Must Have:

A-level/NVQ3 or equivalent experience

Good use of spoken and written English


Sound word processing / audio typing skills

Expertise in the full range of secretarial / administrative

duties, gained through training and experience