Job Details

PA Support Assistant

Pay Band: Band 2
Sector: Local Authority / Public Sector

About the Role

We are looking for an organised and reliable PA Support Assistant to provide efficient administrative and clerical support across the Authority.

This is a varied role involving general administration, diary management, document production, data entry, telephone support and meeting coordination. The successful candidate will need to work accurately, manage their own workload and handle confidential information appropriately.

Key Responsibilities

• Provide day-to-day PA and administrative support, including managing emails, copying, scanning, filing, archiving and post.
• Answer telephone calls, take accurate messages and deal with routine enquiries by telephone and face to face.
• Input, update and maintain accurate records across manual and electronic systems.
• Carry out basic data checks, audit and quality control.
• Produce and format letters, reports, minutes and other documents using Microsoft Word and other IT systems.
• Undertake audio transcription and accurate typing of information as required.
• Provide diary management support, including arranging and rearranging meetings, booking rooms and organising refreshments.
• Assist with meeting and room preparation, including ensuring equipment and resources are available.
• Carry out basic financial administration, including invoices, purchase orders, petty cash and taking payments.
• Check information is complete and accurate and follow up missing information where necessary.
• Provide administrative and telephone cover for teams across the Authority.
• Handle sensitive and confidential information with discretion.

Essential Experience & Skills

• Previous clerical, administrative, PA or business support experience.
• Experience of working with administrative systems and procedures.
• Transcription/audio typing experience.
• Good working knowledge of Microsoft Office, particularly:
  • Word – Advanced
  • Outlook/Diary Management – Intermediate
  • Excel – Basic
  • PowerPoint – Intermediate
  • Access/Databases – Intermediate
• Strong literacy and numeracy skills with excellent attention to detail.
• Ability to produce accurate written documents and records.
• Good verbal and written communication skills.
• Ability to receive, record and relay information accurately.
• Ability to organise and prioritise your own workload with minimal supervision.
• Ability to work effectively as part of a team.
• Understanding of confidentiality and discretion.
• Ability to follow established Council financial and administrative procedures.

Ideal Background

Experience within a local authority, council or wider public-sector environment would be particularly useful, especially where candidates have previously provided PA/business support, transcription, diary management and general administrative support.