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Personal Assistant Full Time

at Department for Environment, Food and Rural Affairs (Defra) Manchester in Manchester (Published at 20-11-2023)

The Personal Assistant (PA) role is challenging and interesting. You will provide comprehensive support to one or more Director/Deputy Directors and their functional leadership teams within DDTS. It will give you a great chance to have a fundamental impact on how DDTS delivers its outcomes. The role also provides the opportunity to gain excellent first-hand experience of senior digital and technology leaders in action.


You will be part of a team of dedicated PA resource that supports DDTS Directors and Deputy Directors, providing a comprehensive secretarial and administrative service.


Person specification


Responsibilities



  • Manage Director/Deputy Director’s emails, taking action where necessary including filing, forwarding to others for action and maintaining an audit trail

  • Manage Director/Deputy Director’s calendar, including arranging meetings, room bookings, and teleconferences, coordinating and booking travel

  • Working with Director/Deputy Director to ensure they are adequately prepared for meetings (e.g. preparing briefing packs)

  • Take notes of Director/Deputy Director meetings and discussions

  • Act as first point of contact for colleagues and stakeholders, managing enquiries and giving a professional response

  • Ensure effective record keeping, including managing directories of electronic files, archiving and administration of various team sites

  • Working effectively as a member of the wider Secretariat Team to maintain a core level of service, help and support other colleagues through the sharing of experience and best practice, and providing cover when required

  • Supporting Director/Deputy Director with other specific work as required


Skills and Experience



  • Strong interpersonal skills and the ability to form close working relationships with colleagues at all levels to gain their trust and influence them to do things they may not want to do

  • Excellent organisational skills, with an ability to manage conflicting demands, keeping focus and swiftly reprioritising so that sudden changes do not adversely impact on your delivery

  • Excellent MS Office skills, including strong proficiency in the use of Outlook, plus other collaborative tools

  • Ability to operate with discretion

  • Proven background in supporting a senior manager / head of a sizeable organisation / delivery of particular project or service

  • Experience of working in a large and complex organisation


Job Types: Full-time, Permanent


Salary: £25,915.00-£30,402.00 per year


Benefits:



  • Casual dress

  • Cycle to work scheme

  • Flexitime

  • Sick pay

  • Work from home


Schedule:



  • Flexitime

  • Holidays

  • Monday to Friday


Work Location: Hybrid remote in Warrington, WA4 1HT


Reference ID: 323801



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