Personal Assistant

7 days left

Location
Lloyd House, Colmore Circus Queenway, Birmingham, West Midlands
Salary
£19,719- £26,802 (Band C)
Posted
19 Nov 2018
Closes
17 Dec 2018
Job Ref
Personal Assistant
Contract Type
Permanent
Working Pattern
Flexible hours
Hours
Full-Time

West Midlands Police and Crime Commissioner

Lloyd House, Colmore Circus Queensway, Birmingham, B4 6NQ

Personal Assistant - Salary £19,719- £26,802

Closing Date: 7th January 2019

West Midlands Police and Crime Commissioner has an exciting opportunity for an enthusiastic Personal Assistant to join our dynamic team.  This permanent position is well suited to an individual that is looking to advance their career and develop their administration skills to become a Personal Assistant to the Chief Executive, Chief Finance Officer and Legal Adviser.

This role involves extensive diary and correspondence management, ensuring the Chief Executive, Chief Finance Officer and Legal Adviser are fully briefed ahead of meetings and preparing associated meeting packs/presentations. The prospective candidates will need to demonstrate the ability to prioritise their own workload in accordance with ever changing demands, meet deadlines and demonstrate excellent communication skills. The post holder must be able to liaise with senior officials both internally and externally and other organisations on behalf of the Chief Executive, Chief Finance Officer and Legal Adviser, whilst maintaining strict confidentiality.

The West Midlands is a vibrant and diverse part of the country and the Police and Crime Commissioner is committed to equality and diversity and welcomes applications from individuals of all backgrounds. Applicants must be able to demonstrate a good understanding of diversity and human rights, and a personal commitment to promoting diversity and racial equality.

If you have a disability or are an internal applicants on the at risk register we guarantee to interview you if you meet the essential criteria of the role.

 

Main duties and responsibilities:

  •          Provide general personal assistance, secretarial and business support to the Chief Executive, Chief Finance Officer and Legal Adviser
  •          Proactively plan, organise and anticipate requirements of the Chief Executive, Chief Finance Officer and Legal Adviser to enable effective support to the posts
  •          Manage the diaries of the Chief Executive, Chief Finance Officer and Legal Adviser in order to schedule meetings, events and conferences as appropriate.
  •          Prepare for and attend meetings and committees and produce and circulate minutes
  •          Manage and process correspondence of the Chief Executive, Chief Finance Officer and Legal Adviser to meet priorities, deadlines and standards
  •          Manage and screen telephone calls and enquiries for the Chief Executive, Chief Finance Officer and Legal Adviser and respond appropriately 
  •          Receive and attend to visitors of the Chief Executive, Chief Finance Officer and Legal Adviser
  •          Securely and confidentially maintain office management systems, procedures and personnel files, including recording of sickness absence and leave etc.
  •          Liaise with senior officials both internally and externally and other organisations on behalf of the Chief Executive, Chief Finance Officer and Legal Adviser
  •          Maintain and operate efficient and effective record keeping and filing systems ensuring they are updated and stored appropriately
  •          Conduct horizon scanning, research and analysis to support the work of the Chief Executive, Chief Finance Officer and Legal Adviser
  •          Produce documents, briefing papers, reports and presentations which may involve originating work following relevant research
  •          Raise orders and undertake all associated matters on behalf of the Chief Executive, Chief Finance Officer and Legal Adviser to include travel, catering and accommodation etc. Arrange travel and accommodation and process the expenses for the Chief Executive, Chief Finance Officer and Legal Adviser as necessary
  •          Support the governance surrounding the roles, including gift and hospitality registers and declarations of related party transactions

Other responsibilities:

  •          Provide excellent customer service
  •         Forge and maintain effective working relationships with all colleagues in the OPCC and other organisations locally, regionally and nationally
  •         Be proactive and able to make decisions using own initiative
  •         Attend events and forums at which the Commissioner requires support/representation
  •         Comply with the framework for knowledge management to support effective decision making
  •         Take personal responsibility for personal and professional development and maximise own resources in a way with reflects the values of the OPCC
  •         Work closely with the other colleagues to improve operational practices and effectiveness
  •         Be able to participate effectively at meetings, making valuable contributions
  •         Ensure compliance with all OPCC policies, procedures and practices
  •         Undertake projects/activities as required working across a range of functions within the OPCC
  •         Promote diversity and racial equality, ensuring that all activities and matters have proper regard for equality and diversity issues
  •         Plan and undertake all aspects of effective staff development, management and leadership of staff who report directly into this post/team members
  •         Undertake additional duties as are reasonably commensurate with the level of the post

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