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PA to the Sussex Head of Services

PEA01334
  • Hours
  • Up to 22 hours per week
  • Salary
  • £22,294 Full time (£11.43 per hour)
  • Location
  • Prescott House, Burgess Hill
  • Closing Date
  • 17/08/2018
    • Contract

    • Permanent
    • Job Advert-Role Description

    • Purpose:

      To provide an efficient and confidential secretarial and administrative service to the Sussex Head of services.

      Key Responsibilities:

      • Provide a comprehensive and prompt service, ensuring that all documents and reports are prepared accurately and within agreed deadlines. Documents include; minutes, reports, letters, emails/memos, spread sheets, contracts, budgets, accounts, tenders and KPI’s.
      • Administration and response to complaints within timescales.
      • If required, maintain the diary of the head of services to include; setting up and managing appointments, arranging meetings, responding to emails that require onward circulation or response where possible.
      • Arrange and attend various meetings/events including; copying, collation of and distribution of papers, venue, catering and minute-taking.
      • To administer petty cash claims, process invoices, set up payment systems and undertake any other financial responsibilities in accordance with organisational policies and procedures
      • Take the lead with other local administrators to review local and organisational paperwork, procedures, good practice and continuous improvement programme.
      • To be responsible for collating comments and information from managers for head of service to report at organisational level.
      • To prepare and collate statistical data and other research as required.
      • To keep paper and electronic files up to date, ensuring confidentiality at all times.
      • To support the group’s diversity and customer involvement strategy in all aspects of work.
      • To work in collaboration with other Peabody directorates and colleagues including other staff at Prescott House
      • To undertake such other duties as are appropriate to meeting the responsibilities, policies and procedures and whenever reasonably instructed, which may include working outside normal working hours.
      • To be responsible for maintaining the office environment, including ordering supplies

      Person Specification and Selection Criteria

      Organisational

      • Well organised, able to arrange rotas, manage workload demands, determine priority tasks and meet tight deadlines
      • Able to devise and maintain information and indexing systems and databases to enable the effective filing and retrieval of information.
      • Understanding of confidentiality and data protection issues.

      Service Orientation

      • An understanding and commitment to customer service objectives and be able to meet the needs of both the internal and external customer.

      Interpersonal Skills

      • To have well developed and effective written and oral interpersonal skills, with the ability to communicate effectively with a range of people including customers, stakeholders, partners and senior managers.
      • Able to communicate effectively both verbally and in writing using Plain English including the ability to produce clear and accurate letters, memos and reports.
      •  Excellent time management, planning and organisational skills and demonstrable ability to meet deadlines and achieve goals.

      Personal

      • Well organised and able to work under own initiative. Responding positively and with flexibility to changing demands and new developments.
      • Able to prioritise competing demands effectively and meet tight deadlines.
      • Comprehensive IT skills to include use of Microsoft office and to be able to make the most effective use of IT systems with attention to detail.
      • To have an understanding of and commitment to equality of opportunity and be able to pursue these objectives in the workplace.
      • To be able to work outside your normal office hours as required.
      • To have a good work attendance record.
      • Able to work in other office locations as required.
    • Background check

    • A basic Disclosure and Barring Service (DBS) will be required

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