Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Lead Administrator for an initial 6 month contract on a rate of £18.70/ hour PAYE. This role will be hybrid based, with 3 days per week onsite.
Responsibilities:
- Maintain day to day responsibility for the Portfolio Management Office (PMO) team escalating matters to the Head of Portfolio Management Office by exception. Lead the co-ordination of the Programme Management Office (PMO) Team’s activities. This includes but is not limited to preparing and circulating documents for high level meetings, including agendas and minutes, and compiling action lists ensuring all actions are followed up. Prepare emails, spreadsheets and PowerPoint presentations and maintain electronic files.
- Organise and support the co-ordination of the work of the Strategic Change Service Leadership Team this might include some diary management, prioritising of meetings and appointments and liaising with others (including other PA’s) to agree meeting times, negotiating where necessary to ensure time is used most effectively. The post-holder must be able to plan ahead and prioritise commitments and respond proactively to changes, especially at short notice.
- Ensure that the processing of invoices and raising of purchase order numbers and goods receipting is completed by the PMO Team. Organise payments within the organisation and maintain accurate records. Carry out straightforward calculations.
- Participate in meetings and ensure accurate minutes and actions are captured.
- Provide administrative assistance including recruitment support, arranging interviews, diary management for interview panels, organising induction schedules and arranging new start processes e.g. office equipment and security access for new staff. Maintain sickness absence and holiday absence records on an ongoing basis.
- Ensure other general administrative tasks as required including photocopying, mail handling, travel bookings, stationery/IT/furniture ordering is in order to ensure adequate supplies/resources are available to meet the office requirements.
- Provide office administrative support for the team e.g. health and safety, fire alarm testing, phone/desk lists, maintenance issues and basic IT support to team.
Essential Skills:
- Demonstrable strong interpersonal and communication skills.
- Experience of producing high-level correspondence and communication, such as compiling agenda points, summaries of briefing papers and producing committee minutes.
- Demonstrable time-management skills.
- Must be approachable, conduct themselves in a highly professional manner and be tactful and diplomatic when handling sensitive situations.
- Ability to be resilient and stay calm when working under pressure.
- Must be flexible, self-motivated and target-driven.
- Ability to use initiative, with high attention to detail.
- Strong capability in building and maintaining confidence of others, including senior management and external contacts.
- An excellent working knowledge of Microsoft office, IT software packages, internet and Outlook emails & calendars, Sharepoint/Teams
Desirable Skills:
- At least 2 years’ experience as a senior level PA /Executive Assistant, supporting Directors or Heads of Department – or proven experience in a similar role.