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Job Description
PA to Director
Temp to perm requirement
Job Reference: HQ00000999
Job Type: Temporary
Main Location: Hayes
Job Category: Secretarial-PA
Salary: per annum
Closing Date: 16/10/2014
Posted: 11/09/14

Purpose of the Role
To provide a high level comprehensive clerical, secretarial and administrative support to the Director of Operations and / or other Senior Directors and to act as the key communication link between the Directors and Senior Management within the company and externally.

Accountable To: Director of Operations

Key Internal Relationships: Other Directors and Senior Management

Work of the Role
To provide a full high level secretarial, administrative and support service including email correspondence, diary management, audio/copy typing, correspondence, minute taking, maintaining files, organising travel arrangements for Senior College Management and liaising, as required, with other departments/staff within the company and with external contacts.

Main Duties

Specific duties and responsibilities include the following:

Act as a key communication link between the Director and senior staff within the company and key contacts within the company.

Monitor and process all incoming communications to the Director and Senior Management, suggesting priorities, distributing for action, drafting responses, checking progress and follow-through. Ensure that the Director and other Senior Management as appropriate are briefed on important communications and correspondence at all times, particularly when away from the office.

Pro-actively manage the Directors office in their absence, acting on own initiative to establish priorities, delegate correspondence and queries to other staff as appropriate.

Arrange meetings and functions as required;

including booking venues, accommodation, equipment and hospitality, etc. within the company and, where appropriate, externally.

for the efficient operation of the company (e.g. for interviews, academic probation, progression and promotion panels arranging the external assessor in conjunction with the Director.

Administration, including data input, where required, to HR, Finance and other data systems e.g. annual leave, sickness, expenses and completing/forwarding of appropriate documentation and records to the relevant departments where necessary.

Organisation, preparation and distribution, where relevant, of all documentation in relation to Management meetings and Committees, in line with any company regulations, policies and procedures.

Utilise all IT systems including:

Maintain and update databases kept by the the Directors etc.
Create and edit spreadsheets and presentations using Excel and Power point
Prepare and update documentation issued by the Director

Research and collate information, using a variety of resources such as the Internet, in support of the Director's work.

Effective Behaviour
Meeting Deadlines
Communication and Networking (Relationships with all Departments within the company(s))
Networking group across other sites
Ability to negotiate and influence
Ability to plan and organize own workload
Ability to adapt to a flexible approach to the demands of a busy Department in order to accommodate changes in priorities when required
Ability to adapt a flexible approach to the working day as it is possible that some duties may have to be undertaken outside normal working hours
Cover for other PA's in the company in their absence where necessary
Adhere, comply and work in accordance with company and Departmental policies, procedures and codes of conduct.
Participate in meetings and attend training events as necessary, supporting the company with any introduction to new technologies, enhancements to process or changes to day to day management of administration

Additional Responsibilities Applicable to the Post holder

Undertake any other reasonable duties commensurate with the grade of the post.

Adhere and comply with the provisions of the Health and Safety at Work Act and in accordance to the Company's policy on health and safety.

Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities and data protection, maintaining confidentiality at all times.

Adhere, comply and work in accordance with company and Departmental policies, procedures and codes of conduct.

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