Positive Employment is currently recruiting for a PA/EA for our client a local government organisation in Portsmouth.The successful candidate will provide a high level of Personal Assistant support to the Heads of Children and Families and the Deputy Director of Children's Service. As part of a small team of Personal Assistants to the Senior Management Team, they will work together to ensure the smooth running of the day-to-day administration for the Senior Managers of Children and Families Services.They will also provide Personal Assistant support to the Director of Children, Families and Education (DCS), to keep business continuity during the Personal Assistant's annual leave of absence.This role is a 10 month contract with the possibility to extend. There will be some home working and it is expected that the 37 hours are worked over 5 days if possible.Duties and Responsibilities but not limited to:
* Calendar management - pro-actively maintaining, prioritising, and resolving conflict in the Senior Management Teams diaries. Scheduling regular meetings and panels, ad-hoc meetings, supervisions & personal development review (PDR) meeting.
* Email & Correspondence management - Pro-actively managing the Senior Management emails, correspondence and meeting requests and responding to emails where appropriate when Senior Management are on annual leave. Signposting emails and correspondence to the appropriate person in a timely manner.
* Drafting and typing letters and maintaining paper and electronic files.
* Responsibility for dealing with phone calls from both internal and external callers maintaining a calm and efficient manner.
* Liaison with Council Members and other external agencies on a regular basis often dealing with highly sensitive information.
* Responsibility for pulling together agendas and papers for meetings, facilitating and minute taking in meetings of an often complex, sensitive, and confidential nature.Ensuring that minutes, actions, and papers are circulated within agreed timescales.
* Ofsted - supporting the preparation for Ofsted inspections, providing specialist administrative support, co-ordinating Ofsted regulation reports ensuring timely review by the Senior Management Team. Ensuring ongoing registration requirements are adhered to.
* Finance - raising of purchase orders and ensuring timely payment of any invoices received.
* Assisting Senior Management with recruitment processes and induction programmes.
Personal Requirements:
* Experience of working for a Head of Service Senior Manager (or C-Suite level) providing a high-quality Secretarial/Personal Assistant service.
* Excellent IT skills in Microsoft Office applications (including Word, Excel, PowerPoint and Outlook) and experience of using databases.
* An ability to take concise minutes and capture actions accurately at complex meetings often of a sensitive and/or confidential nature ensuring minutes, actions and papers are circulated within agreed timescales.
* Experience of managing diaries and meetings, with the ability to prioritise effectively.
* An understanding and empathetic approach to the work of Children's Social Care.
* Experience of working in Children’s and/or Young People’s Services (desirable).
Working Hours:37hrs / 8:30am - 17:00pm / Monday to FridayPay:£17.90 per hrPlease note this role is within the scope of IR35. #J-18808-Ljbffr