Here at Blue Arrow Romford, we are currently recruiting for a Personal Assistant for one of our distinguished Trusts based in Braintree, Essex .
Your duties will include;
To provide a full and confidential secretarial and administrative service to the Director / Associate Director. The complexity of this role requires a high degree of organisational skills particularly in diary management and time management.
Manage the diaries of the Director / Associate Director and Senior Management Team as agreed and take decisions on their behalf in prioritising and re-arranging diary commitments.
To administer meetings and / or hearings for the Director / Associate Director including organising meetings (attendees, venues etc), collating agenda items and disseminating agendas and relevant papers in a timely manner.
To attend and take notes of meetings and / or hearings as required and be responsible for the production of reports and notes in accordance with the agreed format.
Ensure action points from meetings are followed up and that matters are brought forward as appropriate.
To take lead responsibility for organising workshops and conferences and other functions as directed including communication to attendees, booking venues, organising catering, attendance on the day and taking or typing notes from the event..
To support the Director / Associate Director on projects and tasks which require administrative support and management as appropriate.
6. To work autonomously on own initiative to manage workload and prioritise tasks in support of the Director / Associate Director agenda.
To review and adjust long and short term plans on own initiative sometimes at short notice to support the Director / Associate Director.
Open and sort incoming emails and other post in a timely manner, and where appropriate, prepare and send responses on behalf of the Director / Associate Director.
To manage the communication to and from the Director / Associate Director and across the Senior Management Team ensuring that all matters are prioritised appropriate.
To provide a first point of contact for the Director / Associate Director for internal and external queries, answering them where possible and otherwise signposting to the relevant member of the Senior Management Team or appropriate department.
To ensure that there is an efficient and effective electronic and manual filing and retrieval system in operation with a functioning brought forward system. Arrange for the safe destruction of correspondence and files in accordance with statutory and locally defined timescales.
To manage and administer a range of operational procedures including on-call rota, Senior Incident and / or other investigation procedures.
Manage and administer procurement and ordering procedures and systems for the Director / Associate Director and Senior Management Team including receiving, checking and coding relevant invoices in a timely manner in accordance with standing financial instructions.
Collate and administer reports, including performance reports and action logs, to ensure that the Director / Associate Director and Senior Management Team are provided with accurate and timely reports.
To manage and supervise the work of the Team Secretary and / or apprentice that may be allocated by the Director / Associate Director.
Ensure the security of confidential documents on behalf of the Director / Associate Director.
If you are interested in this job role (please take into account, the trust is very very busy and will require a fast paced and tough work ethic), please apply online and should you be successful we will be in contact asap.
Thank you, Blue Arrow Romford.
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