Provides the full range of executive personal assistant, administrative and secretarial support to the Director including ensuring an appropriate balance of support is provided;
Diary management; correspondence and email management, meeting arrangements and event management.
Provision of administrative duties, general office cover for telephones, hosting visitors.
Develops comprehensive working procedures within the office, including establishing and maintaining office filing systems, management of office moves and desk allocation; ensures that processes and procedures are adhered to.
Ensures activity is redirected to wherever appropriate.
Produces minutes/a record of meetings as requested by the Director, communicates outcomes and ensures that follow up action is taken.
Acts appropriately and independently as the situation requires with a wide range of internal and external stakeholders, understands the confidential nature of the role.
Builds relationships with other business areas through personal contacts and through gaining a reputation for high quality of work and dependability.
Works with the rest of the Directorate team to ensure effective delivery of work, including providing cross-cover support.
Ensures that the Director is fully prepared for all activities undertaken in the course of their day to day activities, including writing, commissioning, co-ordinating and quality assuring briefings as necessary.
Provides a conduit between the Director, staff and external stakeholders.
Ensures that appropriate processes are in place to ensure that the day to day administrative requirements such as expenses, travel and accommodation bookings and all appointments are managed effectively.
Prepares papers and presentations as directed.Liaison/co-ordination and monitoring of requests as they arise within and for the Directorate; prioritises tasks/activities and interactions; pro-actively manages the Director's diary to reflect work priorities and key objectives.