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Pa To Head Of Service
Job Posted: 24 days ago
Salary: £ Competitive
Job Type: Contract
Location: PO1 2AL
Expire in: 4 days
Job Description
Pa To Head Of Service
Location: Floor 4, Civic Offices, PO1 2AL
Start Date: ASAP
Contract Duration: 9+ Months
Working Hours: Mon – Fri, 09:00 – 17:00, 37 Hours per week
Pay Rate: £ 14.19 per hour
Job Ref: (phone number removed)
Responsibilities
Provide high-level Personal Assistant support to the Heads of Children and Families and the Deputy Director of Children's Service.
Ensure smooth day-to-day administration for the Senior Managers of Children and Families Services.
Support the Director of Children, Families, and Education during the Personal Assistant's annual leave.
Manage calendars, schedule meetings, and resolve scheduling conflicts for the Senior Management Team.
Handle email and correspondence management, responding and signposting as necessary.
Draft and type letters, maintain paper and electronic files.
Manage phone calls from internal and external callers with efficiency and calmness.
Liaise with Council Members and external agencies, handling sensitive information.
Prepare agendas, facilitate meetings, and take minutes for complex and confidential meetings.
Coordinate responses to complaints and inquiries, adhering to statutory timescales.
Support Ofsted inspections and ensure compliance with ongoing registration requirements.
Raise purchase orders and ensure timely payment of invoices.
Assist with recruitment processes and induction programs for Senior Management.
Coordinate workshops and learning sets to communicate changes in regulations to staff.
Maintain a professional image as a representative of the Senior Management Team.
Person Specification
Experience providing high-quality Secretarial/Personal Assistant service to senior management.
Proficient in Microsoft Office applications and experienced in using databases.
Strong literacy and numeracy skills, with GCSE level or equivalent in English and Maths.
Ability to take concise minutes and capture actions accurately in complex meetings.
Excellent communication and interpersonal skills for interacting with diverse individuals.
Experience managing diaries and meetings with effective prioritization skills.
Strong organizational skills to manage a demanding workload and meet deadlines.
Ability to maintain confidentiality and handle sensitive information responsibly.
Awareness of Data Protection and Safeguarding Issues.
Self-motivated and proactive with problem-solving abilities.
Attention to detail and accuracy in work, with high standards of presentation.
Resilience and professionalism when dealing with challenging information.
Customer-focused with high standards of customer care and service.
Understanding and empathy towards Children's Social Care work.
Experience in Children's and/or Young People's Services is desirable.
Ability to work well as part of a team is desirable.
Flexible attitude to work, with availability to cover office hours and meetings outside core hours.
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