Executive Assistant/PA/Admin - Unitas
| Posting date: | 23 May 2024 |
|---|---|
| Salary: | £16.26 per hour |
| Additional salary information: | per hour PAYE |
| Hours: | Full time |
| Closing date: | 21 June 2024 |
| Location: | Stoke on Trent, Staffordshire, ST1 6AY |
| Company: | Triumph Consultants Ltd |
| Job type: | Temporary |
| Job reference: | Stoke 5249496 |
Summary
What's involved with this role:
Temporary Executive Assistant/PA/Admin - Unitas
Job Ref: Stoke 5249496
Pay Rate: £16.26 per hour PAYE
Hours per week: 37 Monday - Friday, normal working hours
Role Length: This opening assignment is for 2-3 months
City: Stoke on Trent, Staffordshire
Proven minute taking skills and experience are essential for this role.
The purpose of the role is to provide the highest possible level of professional, pro-active, confidential and customer focused support and assistance to the Managing Director of Unitas Stoke-on-Trent Ltd.
Key Responsibilities:
Provide a full-bespoke professional EA service to the Managing Director of Unitas, and, as required, members of the Unitas Management Board and the Senior Leadership Team (SLT). Ensure an efficient and effective support, proactively anticipating needs and actions, working on own initiative with limited supervision to a high level of strategic and operational service.
Work with a high level of independence and autonomy, resolving and responding to incoming communications, seek advice where necessary.
Be the principal point of contact for members of the Board and the SLT and proactively manage the flow of work through the office in the most effective way ensuring all queries are resolved, as far as possible, through own initiative or redirected.
Effectively screen all incoming calls, visits and communications, initiating, drafting, co- ordinating and proof-reading replies to correspondence in a pro-active and timely manner with due regard to confidentiality, a customer centric approach, Data Protection and Customer Care policies.
Manage the Managing Director’s mail and email through prioritisation, action under own initiative, redirection where appropriate and follow up to ensure that replies are within specified timelines.
Proactively manage and hold the responsibility of the Managing Director’s diaries ensuring that it is accurate and timely, arranging internal and external meetings, taking value judgements over entries, organising appropriate travel and hospitality and ensuring that relevant paperwork is available in a variety of sources according to requirements.
Undertake and co-ordinate a range of research activities, from complex to routine, compiling statistical data using a variety of source information.
Create, maintain and review the Managing Director’s team’s electronic and manual filing systems, research and retrieve information from specified and unspecified sources in accordance with information retention policies and ensure that confidentiality, data protection and customer care policies are adhered to.
Co-ordinate, administer, support and contribute to the weekly SLT operational business meetings and all other meetings e.g. JCC, Partnership Board and Unitas Boards.
Facilitate the timely preparation and dispatch of confidential Board papers and ensuring agendas and agenda items meet board meeting cycle deadlines and ensuring actions are followed up.
NB: Please feel free to apply to us direct via jobs@tclrec.com by quoting the job reference and job title exactly.
To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.
If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.
Due to the number of CVs being sent to us under current market conditions, we cannot, unfortunately, respond to all applications. If, therefore, you have not heard from us within 3 days please make a working assumption that you have not been shortlisted on this occasion. We will, however, be very happy to receive future applications from you for other roles.
Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.
Other “Essential Requirements” – Please check to ensure that your CV addresses the following items:
Unless the DBS requirement stated above is for a Basic Disclosure, your DBS must be either through us or be accompanied by a subscription to the DBS updating service.
Qualifications:
NVQ Level 3 / National Diploma in Business Administration / equivalent or substantial customer service experience relevant to the post.
Skills & Experience:
Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
Have proven experience of providing a full executive support / personal assistant service to a senior role.
Has high level keyboarding skills to enable production of accurate work and to deadlines.
Demonstrates an ability to communicate effectively in writing, by telephone and by e-mail with elected members and others at a senior level within public, voluntary and private organisations.
Has highly developed persuasive, social and customer care skills.
Experience of dealing with difficult calls and face to face customers in a professional manner
An excellent organiser who demonstrates a thorough and methodical approach in managing a demanding workload with conflicting deadlines in a pressurised environment
Demonstrates experience - or a practical knowledge - of various methods of maintaining/retrieving records many of which contain confidential or contentious information.
The ability to work under no supervision using initiative to resolve issues and matters that arise.
Proven experience of minuting and transcribing minutes for a variety of internal and external meetings.
Strong IT skills including Microsoft packages or equivalent (e.g. G Suite).
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Job Ref: Stoke 5249496
Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent.
Please do try to resist contacting us with requests for progress updates.
We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed.
Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs.
Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.