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Personal Assistant

JOB292 | Part Time

Location: Hampshire | United Kingdom

Salary: 25000 - 30000 / Year


Work flexibly to support the Senior Management   in managing efficient, high quality and person centred services, building proactive and supportive relationships with Managers and other key staff, Trustees, and external organisations.

Main duties and responsibilities:

•    Provide a confidential secretarial and administrative service, maintaining systems and records, including at the interface with Finance and Human Resources functions.
•    Manage the day-to-day affairs, including ensuring telephone and personal callers are welcomed and their enquiries dealt with.
•    Ensure internal and external communications (including newsletters, the web site, and social media) are clear, effective and professional, and reflect the ethos of the organisation.
•    Maintain confidentiality regarding all aspects of clients’ and staff members’ personal affairs and regarding the management of the services.
•    Provide a complete and confidential support service to the manager, and other senior staff, including arranging meetings, appointments and other events, minute taking, paper and electronic filing and diary-keeping, scanning/copying, dealing with telephone enquiries, organising travel arrangements and accommodation where necessary. 
•    Develop and maintain a diary and bring forward reminder system, allowing for the co-ordination of appointments and meetings.
•    Distribute in-coming post, and ensure outgoing post is properly sent. Prioritise and respond to all appropriate correspondence, internal and external communications, to include the monitoring of correspondence forwarded to others.
•    Seek information from Service Managers and other staff as required, and receive, co-ordinate, record and report responses according to set deadlines, using Outlook, Word, Excel and the organisation’s HR software accordingly.
•    Prepare / design / edit internal and external communications such as newsletters, publicity leaflets, and PowerPoint presentations, and keep the web site up to date including promotional information about services, and job vacancies.
•    Assist in the timely preparation of proposals / bids / tender submissions.
•    Control the maintenance of reference documents, including the Operational Policies file, both paper-based and electronic versions, ensuring that everyone has access to the correct current version.
•    Order and oversee stocks of stationery, computer/copier consumables, and office equipment for the Brentford office, being mindful of financial procedures and budget constraints. Monitor maintenance of the office itself and office equipment, including fire safety equipment, immediately reporting any lapses of proper maintenance.
•    Oversee various health and safety requirements for the office.