PA to Director

Change Resourcing
Cardiff (Caerdydd)
up to £11.20 p/h
04 Aug 2017
16 Aug 2017
This job undertakes activities to provide Administrative and PA support to the Corporate Director, Chief Officer or Head of Service. You will spend the majority of your time coordinating and managing diaries and communicating with internal and external customers. You will enjoy using your strong administrative, prioritisation and communication skills to provide a timely and effective service. Jobholders are responsible for: ·Establishing an effective working relationship with Elected Members, Chief Executive, Corporate Directors, Chief Officers, Heads of Service, their secretaries, Senior Officers of the Council and officials from outside organisations where appropriate. ·Organising and maintaining the Corporate Director. Chief Officer or Head of Service diary and to make appropriate arrangements as necessary to assist them in undertaking their role effectively. ·Providing an efficient and competent secretarial service to the Corporate Director, Chief Officer or Head of Service including word processing, shorthand, copy typing and dictation (where applicable) and the use of other information technology desktop computer packages. ·Dealing with and coordinating the incoming telephone calls/Email and other correspondence addressed to the Corporate Director, Chief Officer or Head of Service, determining which need to be dealt with by them personally or by reference to other individuals. ·Maintaining a comprehensive filing and retrieval system. ·Establishing mail tracking system/arrangements for correspondence to ensure that response deadlines are adhered to.Also, to manage incoming and outgoing mail bringing urgent items to the Corporate Director, Chief Officer or Head of Service attention, ensuring that it is actioned in their absence and redirected to others as necessary. ·Drafting replies to routine correspondence on behalf of the Corporate Director, Chief Officer or Head of Service, incorporating where necessary, items of information researched by the post holder. ·Undertaking administrative tasks including those of a sensitive or confidential nature. ·Attending meetings with the Corporate Director, Chief Officer or Head of Service as required and draft notes/minutes for their approval. ·Dealing sensitively with all callers and visitors to the office, referring enquiries and complaints to others as necessary and to provide secretarial support to other Corporate Directors, Chief Officers and Heads of Service when requested. ·To work constructively with colleagues in the same role / position (and in most circumstances the same Directorate) to ensure proactive temporary holiday/sickness cover for the senior management team. ·Participating actively in supporting the principles and practice of equality of opportunity as laid down in the organisation's Equal Opportunities Policy. ·Taking reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions and to comply with all health and safety legislation as appropriate. ·As a term of your employment you may be required to undertake such other duties and/or times of work as may reasonably be required of you, commensurate with your grade or general level of responsibility within the organisation. This job contributes to Cardiff Council in the following ways: Benefits to Citizen and Community: Supporting the people delivering seamless, value-for-money, cross-cutting services that are geared to meeting the needs of communities, businesses and individuals Benefits to Customer: Providing internal and external customers with timely support Benefits to Directorate: Contributing to the team goal of quality service provision to customers by working in an effective manner with team members Size & Scope: ·Supports individuals and/or teams in the Directorate ·Reports to the Corporate Director, Chief Officer or Head of Service, has regular interaction with employees within the Directiorate as well as individuals from across the Council and external organisations ·Does not have direct people management responsibilities KNOWLEDGE AND SKILLS Essential Knowledge & Skills required for the job (EssentialK&S will be assessed at recruitment stages) ·Understanding Customers - Level 2 ·Process Management - Level 1 ·Managing Interpersonal Relationships - Level 1 ·Analytical Problem Solving & Decision Making - Level 1 ·Communicating Effectively - Level 2 ·Planning & Organising - Level 2 ·Organisation Awareness - Level 1 ·Project Management - Level 1 ·Equality & Diversity - Level 1