Part Time (24 hrs) PA to Directors 9 Month FTC

Office Angels
Newcastle upon Tyne
£26000 - £27000/annum Pro Rata
08 Jul 2018
07 Aug 2018
Contract Type
My client is based in Jesmond, just 5 minutes outside of the City Centre and very close to public transport routes and although they do have free parking for staff, spaces are limited. They are looking to recruit a PA for a 9-12 month FTC to cover a maternity leave. The role has a possibility of being made into a permanent position, but this would be discussed towards the end of your contract and cannot be guaranteed.

The role was created in in 2017 to look after the travel and project support needs of the Director of Programmes and the Director of Resource in managing the office. The directors of the business travel extensively on an international basis and are not usually office based. The travel is usually complex and often changes at short notice as they juggle a wide portfolio of projects and have to arrange things around client’s diaries too- so you need to be able to quickly adapt to change without becoming frustrated!

On of your largest parts of the role will be managing the diary of the director of programmes, not only in terms of travel arrangements, but assisting in getting papers ready for meetings and doing some research in advance about who meetings are being held with and various aspects of what needs to be prepared. Therefore, there may be times when you have to anticipate needs and be able to know what you need to do before it is asked in order to keep the workforce efficient, working on minimal instruction from the director, which can be tricky, but you will be proactive and willing to learn how it all works.

The people my client meets with can be very senior figures, including politicians and senior funders or stakeholders, which means both the need to recognise the formalities and protocols which sometimes exist at those levels and the simple practical fact that meetings therefore often get changed or cancelled at the last minute! They understand that can be challenging and therefore you will be given support and training. They are a welcoming office and they understand that this job role is a demanding one.

In addition to diary management, you’ll be expected to get involved in taking notes and/or minutes from various meetings, assist with the design, creation and collation of materials and exercises to support the professional development and training programmes delivered. This is an amazing opportunity for you to get creative and discuss ideas and have some input!

So in essence, they need someone who;

Can try to stay one step ahead of thinking of things before even being asked therefore, as explained above pro-activity and thinking ahead are the key skills needed here as well as being incredibly organised. This is a part time role and the other colleagues in the office need to have access to the work that you have done in case something changes when you aren’t there!

The other directors, the Director of Resources, travels far less and so apart from the occasional trip throughout the UK, you support to them will mainly be in terms of managing his office, ordering supplies and liaising with suppliers, troubleshooting IT and telephone issues but contact their external IT support and finding people who can fix the odd thing that breaks in the office- although hopefully this will be rare!

Because this job role is a demanding one and the team are close knit and really friendly, you need to be;

Calm, unflappable, cheerful and have a good sense of humour!

It’s a small office, but a lively one and they believe staff should feel relaxed and be able to have a laugh at work!

Working Hours;

In terms of hours the y are happy to be quite flexible about how you work your 24 hours per week but their preference is someone working 5 days ideally, or 4 but don’t be put off if you can’t do that, they would be happy to talk to the successful candidate about which hours and working days might suit them best.

So to summarise what you’ll need to do;

* Manage the diaries of the Director of Programmes and Director of Resources, to include the researching and booking of travel and accommodation, both in the UK and overseas
* Provide proactive administrative and organisational support to the Directors
* Draft e-mails, reports and other written work on behalf of the Directors
* Have primary responsibility for maintaining the appearance and efficiency of the office environment, including referring IT and/or telephone issues to the relevant external supplier
* Negotiate and manage contractual arrangements and prices with external office suppliers, and order stationery, office equipment, office catering and other office-related products and services
* Have primary responsibility for office health and safety
* Implement and manage appropriate computerized and manual filing, archiving and document retrieval systems
* Ensure that all relevant correspondence and paperwork and e-mails have been prepared and are available prior to meetings and visits
* Liaise with key contacts with customers, funders, stakeholders and partners
* Carry out administrative work (word processing, photocopying, travel, accommodation and catering bookings etc)
* Produce and circulate accurate minutes of meetings for internal and external meetings as required
* Organise meetings, events and seminars and travel
* Provide cover for the PA to the Chief Executive in all aspects of her role in her absence
* Manage the administration of CCE Senior Management Team meetings when required, including the preparation of papers, minute taking and organisation of meeting venues, catering (in the absence of the PA to the Chief Executive)
* Any other duties appropriate to the role/grade, as required by the Directors

If you think you’ve got what it takes, please do not hesitate to apply. Interviews are taking place on Monday 23rd of July 2017 and you’ll need to come into Office Angels, Newcastle for a first stage interview before this.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

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