PA to Director

Company
London Borough of Enfield
Date Posted
12th July 2018
Reference
RQ316958
Sector
Public Services and Administration
Location
London
Benefits
Inside IR35
Salary
£14 Per Hour
JOB ROLE PROFILE AND PERSON SPECIFICATION

 

Post Title and Number: Personal Assistant

 

Present Grade:  Scale 6   Dept: Regeneration and Environment

 

Service/Section/Team: Executive Support, Regeneration and Environment

 

Reports to (title): Senior Personal Assistant

 

Purpose of the Role:

 

The post holder will provide confidential, high quality and comprehensive administrative, secretarial and PA support to the Director/Assistant Director, to ensure they are able to fulfil their role and deliver their responsibilities as effectively as possible. This will assist with the smooth running of the department and wider Council and the delivery of an effective, efficient and customer focused service in line with corporate policies.

 

The post holder will be expected to work effectively as part of the team to support the Departmental Management Team (DMT). This will include setting up, maintaining and reviewing processes and systems to ensure effective day to day operation of the department, in accordance with relevant legislation and statutory requirements.

 

Supervisory responsibility:

 

Some supervisory responsibility may be required, to assist with the induction of staff, or providing support to temporary members of staff or apprentices.

 

Dimensions including Structure Chart:

 

 

Key Accountabilities:

 

Correspondence

 

  1. Manage correspondence on behalf of the Director/Assistant Director, which may include scanning, recording items, directing to the relevant colleague for action and obtaining signatures as required.
  2. Draft and co-ordinate responses to correspondence on behalf of the Director/Assistant Director.
  3. Review incoming mail (either email or post) for the Director/Assistant Director, highlighting urgent matters, dealing with enquiries as appropriate and referring matters to colleagues.
  4. Manage the divisional records, ensuring that documents for retention are stored electronically where possible.

 

Telephone

 

  1. Answer and deal with telephone enquiries on behalf of the Director/Assistant Director, dealing with the enquiry personally, taking a message or referring the caller onto a colleague as required.
  2. Answer and deal with telephone enquiries on behalf of the wider Departmental Management Team and Executive Support as necessary.

 

Meetings

 

  1. Manage the Director/Assistant Director’s diary. This will include arranging meetings and making adjustments as required.
  2. Organise travel arrangements for the Director/Assistant Director as required.
  3. Collate background papers and information for meetings.
  4. Collect external visitors meeting with the Director/Assistant Director as required.
  5. Arrange refreshments for external meetings as required.
  6. Assist with arranging departmental and/or divisional meetings as required.
  7. Take minutes for key meetings as required by the Director/Assistant Director.
  8. Organise Cabinet Member (s) meetings as required, including setting the date and time, producing the agenda, taking minutes and following up on actions.
  9. Type up meeting notes from 1-2-1s for the record, as required by the Director/Assistant Director.

 

Management Team Meetings

 

  1. Arrange management team meetings for the Director/Assistant Director and their direct reports, including arranging the date and time, producing the agenda and collecting the papers.
  2. Minute take the management team meetings and record all actions.
  3. Monitor all actions to ensure completion and collate updates for the following meeting.

 

General

  1. Log Members Enquiries as appropriate.
  2. Maintain a record of key information for the Director/Assistant Director, for example, Matrix extensions, resident enquiries and Authority to Recruit forms.
  3. Allocate Council questions to the appropriate officer, gather and collate responses and obtain approval from the relevant Assistant Director before submission.
  4. Undertake sickness absence returns on behalf of the Director/Assistant Director for their direct reports.
  5. Maintain a log of sickness absence and planned leave on behalf of the Director/Assistant Director for their direct reports.
  6. Approve/reject leave as on MI Portal as directed by the Director/Assistant Director for their direct reports.
  7. Maintain a reminder ‘bring forward system’ of outstanding correspondence and ensure all matters requiring attention are raised with the Director/Assistant Director in a timely manner.
  8. Process expenses claims on behalf of the Director/Assistant Director and their direct reports.
  9. To ensure management team appraisals are diarised in accordance with the corporate timescales.
  10. Provide cover for other Personal Assistants during periods of sickness absence and annual leave as required.
  11. Organise departmental and/or divisional meetings as required by the Director/Assistant Director.
  12. Participate in Executive Support team meetings and take an active involvement in reviewing and developing new and existing procedures to support the effective management and development of the service.
  13. Organise and prioritise own workload as appropriate, to meet the requirements of the business.
  14. Ensure that strict confidentiality is maintained at all times.
  15. Undertake any other duties as required by the Director/Assistant Director.
  16. Carry out all accountabilities in compliance with the Council’s Policies and Procedures.

 

Key Relationships (Internal and External):

 

  • Director of Regeneration and Environment
  • Assistant Directors working within Regeneration and Environment department
  • Senior management across the Council, including the Chief Executive, Directors and Assistant Directors
  • Cabinet Members
  • Members of Parliament
  • General Public
  • Colleagues from across the department and wider Council
  • Partner agencies.

 

Equality and Diversity:

 

The Council has a strong commitment to achieving equality in its service to the community and the employment of people and expects all employees to understand, comply with and promote its policies in their own work.

 

Health and Safety:

 

The post holder shall ensure that the duties of the post are undertaken with due regard to the Council’s Health and Safety Policy and to their personal responsibilities under the provisions of the Health and Safety at work Act 1974 and all other relevant subordinate legislation.

 

For a more detailed definition of these responsibilities, refer to the current versions of the Corporate Health & Safety Policy, Group Safety Policy and employee information leaflet entitled "Health & Safety Policy; Guidance on Staff Health & Safety Responsibilities".

 

Corporate Health and Safety Responsibilities

All employees have personal responsibilities to take reasonable care for the health and safety of themselves and others.  This means:

 

1.        Understanding the hazards in the work they undertake;

2.         Following safety rules and procedures;

3.        Using work equipment, personal protective equipment, substances, and safety devices correctly; and

4.        Working in accordance with the training provided and only undertaking tasks where appropriate training has been received.

 

Employees shall co-operate with the Council by allowing it to comply with its duties towards them.  This requires employees to:

 

  • take part in safety training and risk assessments and suggest ways of reducing risks; and
  • take part in emergency evacuation exercises.

 

Employees shall report all accidents, ‘near miss’ incidents and work related ill health conditions to their manager/supervisor/team leader.

 

Employees shall read the Corporate Health & Safety – Organisation Part B Policy to ascertain and understand their responsibilities as an employee, line manager, Assistant Director or Director of the Council.

 

Information Security:

 

In order to protect the confidentiality, integrity and availability of Council information, including information provided by customers, partner organisations, and other third parties, where applicable, employees will comply with the Council’s Information Security Policy.

 

Statement of Commitment to Safeguarding of Children and Vulnerable Adults through safer employment practice:

 

Enfield Council is committed to safeguarding and promoting the welfare of children and vulnerable adults. Safe recruitment of staff is central to this commitment, and the Council will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults.  All staff employed to work with or on behalf of children and young people in the Council must be competent.

 

All staff working with Children & Vulnerable Adults should be aware of, and share the commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults when applying for posts at Enfield Council.

 

PERSON SPECIFICATION

 

Job Title:     Personal Assistant                                                                                      Grade: Scale 6

 

Department: Regeneration and Environment                                                               Team:  Executive Support

 

KNOWLEDGE, SKILLS & ABILITIES (You are not restricted to 2 criteria for each category)

HOW TESTED

Application – A

Test – T

Interview – I

Job Specifics –  Skills, Experience and Competencies

(In this section you should list between 4 and a maximum of 8 essential recruitment and selection criteria and 2 desirable criteria).  The information you provide in this section will be used in the recruitment application process to assess the suitability of job applicants.

 

Essential:

 

  1. Ability to plan, organise and prioritise own workload to meet deadlines.

 

  1. Treats all information in strict confidence and maintains high standards of professional behaviour.

 

  1. Positive, can-do attitude with a high level of motivation and commitment to deliver a high quality service and improve performance.

 

  1. Proven ability to use own initiative to resolve problems promptly.

 

  1. Ability to communicate clearly, effectively and logically to others and to develop and utilise networks across the Council and externally to support the delivery of the service.

 

  1. Experience of effectively dealing with enquiries from the public and external organisations in a professional and helpful manner.

 

 

 

 

 

 

 

A/I

 

A/I

 

A/I

 

 

A/I

 

A/I

 

 

A/I

Desirable:

 

  1. Proven experience of working as a Personal Assistant at senior management level.
  2. Experience of providing accurate minutes of meetings.
  3. Knowledge of a wide range of IT packages e.g. Word, Excel, Outlook, Lync.

 

 

 

A

 

Qualification(s)*

 

N/A

 

 

A

Other Special Requirements*

 

1.   Ability to work from other locations as required.

2.   Ability to work some evenings and weekends as required.

 

 

 

 

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