My client is looking to recruit a Personal Assistant Administrator to cover a maternity leave contract to work on a hybrid working model.
The role of the PA will be to: - Provide support to ensure smooth operation of the routine functioning of the Department via interactions with the Director and the HPAR leadership team - Assist Director and HPAR leadership team with HPAR monthly reports/annual reports - Diary management - Filing/E-filing/Scanning as needed - Travel arrangements - Ensure smooth operations of internal/external meetings - Project work - Process improvement work - The PA will work closely with the: o Director o HPAR Leadership Team o Customer Services KEY RESPONSIBILITIES - Operational Activities o Assist the Director on all daily duties as well as any ad hoc items as they arise o Working closely with members of the HPAR team.
o Contribute and provide support to the business enablement team as required o Assist Director on all daily activities o Take minutes from leadership team meetings o Assist stakeholder manager with co-ordination of the timely delivery of Departmental queries, media queries, customer service queries parliamentary questions and requests for information through interaction with relevant team members.
o Assist with arranging meetings internally and externally o Collating statistical management information and circulation of same o Travel arrangements o E-filing for managers o Diary management o Specific projects as required from time to time o Any ad hoc administrative duties, as required Jul 2025 - Quality Management: o Assist in the development and updating of SOPs as needed.
o Circulation and follow up on SOP completion and training status o Participating, as required, in internal audits, and working on the implementation of any required corrective actions - Performance Management o Working with the Director and leadership team to agree appropriate performance related targets o Taking measures to identify and resolve issues impacting performance, reporting regularly on progress against specified objectives, goals and performance targets o Effectively communicating objectives, goals and performance targets within the department o Promoting a positive, open, friendly and professional working environment o Participation in the performance development programme (PDP) - Communications/Customer Service o Ensure effective and regular communication within the team o Provide timely feedback to team members o Attending and contributing to their internal and external meetings, as appropriate o Ensure delivery of efficient and effective customer service o Ensuring that appropriate mechanisms are in place to support interactions with other areas.
o Ensuring responses to queries in line with the service charter - General o Provide Reception cover as required o Provide general duties cover as required o Perform such other duties as they may reasonably require QUALIFICATIONS AND EXPERIENCE - To be considered for this post, candidates must have: o Previous office experience (a minimum of one year).
o Previous PA experience would be an advantage o Ability to meet milestones/deadlines and reach targets.
o Proven ability to manage a diverse workload.
o Excellent organisational skills including the ability to prioritise and manage large volumes of applications.
o Excellent communication skills both written and verbal, with a high level of discretion.
o Proficiency in the Microsoft office suite (Word, Excel, Power Point and Outlook) and databases o A proven track record of working in a team environment requiring a high degree of flexibility o Ability to work autonomously and demonstrate initiative o Strong interpersonal skills to liaise with relevant parties as required.
o A proven track record of working in a team environment requiring a high degree of flexibility Skills: Word Powerpoint Excel