Personal Assistant - Contract
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| Job Type | Temporary / Contract |
| Location | High Wycombe, Buckinghamshire |
| Area | Buckinghamshire, England |
| Sector | Commercial - Admin |
| Salary | £14.25 per hour |
| Start Date | ASAp |
| Job Ref | DW0060PA_1501249890 |
- Description
- DESIGNATION:Personal Assistant
DATE:June 2016
GRADE:Grade 4 (30 hours per week)
JOB PURPOSE
To deliver PA support in line with the Council's vision, values, resources, strategic and service priorities.
To contribute to the delivery of department objectives, ensuring the provision of a high quality support service responsive to customer demands.
To provide confidential administrative and secretarial support to the Head of department and corporately for HR meetings
To support the Data protection, FOI and Corporate Complaints officers.
RESPONSIBLE TO:
Head of Democratic, Legal and Policy Services
RESPONSIBLE FOR
To provide confidential and administrative support to the Head of Democratic, Legal and Policy Services. To act on matters as appropriate during the absence of the Head of department Services. To contribute to the development and delivery of:
*Information Governance Strategy by supporting the Information/Data Protection Officer on relevant matters
*the Records Management programme for the department
*An effective Freedom of Information service for the department by acting as the main Information Asset Administrator for the department for all information requests
*An effective Corporate Complaints procedure, as well as an efficient recording and reporting system.
*The support the maintenance and review of the departmental Corporate Governance approach.
*To provide strong capability and support to others in the Departmental use of Microsoft Office packages.
Equal Opportunities
To comply with and actively support the Council's equal opportunities policy and ensure practices are consistently applied in employment and service delivery.
Health and Safety
To have due regard to the responsibilities and duties set out in the Council's Health and Safety Policy in respect to personal and other peoples health, safety and welfare.
Partnership Working
To assist in developing and maintaining effective relationships with key partners in order to deliver service objectives, including:
*the Chief Executive and the Chief Executive's office
*the Corporate Director and their PA
*the Heads of Service, their PA's and the Finance and Commercial Business Support team and the HR department
*the Leader, the Cabinet and the PA to the Cabinet and other Members
*the Democratic, Legal and Policy Services Management Team and other officers in the teams
*appropriate senior officers in the council
*key people from external organisations and their PA's
*Other councils' key officers and/or their PA's.
Accountabilities
Areas of Work/Tasks
KEY TASKS
Secretarial tasksTo provide a confidential secretarial and administrative support service to the Head of department and for HR meetings, as required. To include: copy typing, dealing with confidential correspondence and reports. Overseeing distribution of incoming mail. Organising and maintaining information systems, including filing. Provide refreshments for meetings and guests as and when required.
ResearchUndertake preliminary research, assembling papers, prepare agendas and minute taking as required.
DelegationTo act on matters as appropriate during the line manager's absence. Ensuring all correspondence is dealt with adequately and efficiently by disseminating information and liaising with appropriate officers.
Correspondence etcDealing with incoming correspondence, e mails etc, acknowledging/obtaining relevant information and distributing as appropriate.
MeetingsPlanning, organising, recording meetings, appointments and other commitments for the line manager as required.
Customer CareTo actively pursue the council's Customer Care Policy, observing the Corporate Complaints Procedure. Dealing with telephone and personal callers, using discretion, assisting where possible, attempting to diffuse any potentially difficult situations and referring to the line manager and appropriate officers where appropriate.
Management InformationTo provide information and assist with the production and co-ordination of the department's Service and Financial Plan, budgetary and performance information and other documents, as required, at the request of the line manager. Update DLP policies and procedures as required.
AdministrationOrganise travel arrangements as required. Organise and oversee personal filing for the line manager. Maintain an understanding of the department's services in order to direct queries to the appropriate officers.
BudgetsAssist with the production of estimate figures for the following financial year and extract budgetary control information, as required.
MembersTo assist with the provision of support and information to Members.
Knowledge BaseMaintain an understanding of the service and the council and keep abreast of emerging and new requirements regarding the service and the council. Develop a comprehensive understanding of the use of the IT systems used by the service in particular the use of Microsoft Office and Service Mail/Covalent.
Complaints/FOI'sTo deputise for the Corporate Complaints Officer in their absence. To assist with Freedom of Information and other information requests for the department.
Other Duties: To undertake any duties commensurate with the level and expectations of this post. Tasks may be varied to meet changing service requirements.
