Personal Assistant

Job Details

Wirral MBC are currently looking for a Personal Assistant with relevant experience to support a Director.

Key role / Function

  • To act as a Personal Assistant to Directors/Commissioners by providing direct organisational, secretarial and administrative support.
  • To provide a route of communication in the Directors/Commissioners absence and ensure that progress is maintained on key issues.
  • To work as part of a team to provide an effective secretarial, administrative and personal assistant support service to the Strategic Hub.

Description of duties

  1. To proactively provide comprehensive Personal Assistant support including organisational, secretarial and administrative support to Directors/ Commissioners; including arranging meetings, courses / conferences, travel and accommodation requirements, providing hospitality, typing and word processing, and the collation and dissemination of information.
  2. To filter and direct incoming telephone queries where they cannot be resolved at first contact identifying urgent/sensitive matters.
  3. To anticipate the core requirements of the Directors/Commissioners without need to be directed.
  4. To work as part of the Chief Executive’s Support Team providing cover for the Directors and Chief Executive as required.
  5. To collate, disseminate and control the distribution of mail and other documentation and information received or originated by the Directors/ Commissioners.
  6. To proactively screen the Directors/Commissioners emails for meeting requests/ meeting papers etc and ensure that these are either electronically filed or a hard copy produced as per the individual needs of the Strategic Director.
  7. To manage the Director’s/Commissioners correspondence, seek responses from relevant sources and draft responses as necessary.
  8. Ensure that systems operate for all correspondence to and from the Department to be correctly directed and responded to in a timely manner. To provide a progress chasing function to ensure speedy, accurate and effective follow up actions to maintain departmental and organisational credibility.
  9. To collate the agenda and take minutes for strategic meetings and (if required) other directorate meetings and be responsible for the distribution of relevant papers.
  10. To collate the agenda and (if required) take minutes for meetings chaired by the Directors/Commissoners and be responsible for the distribution of relevant papers.
  11. To actively pursue matters arising from meetings and ensure they are acted upon in a timely manner.
  12. To maintain confidential electronic/manual files on behalf of Directors and Commissioners.
  13. To maintain the electronic diary on behalf of the Directors/Commissioners obtaining background papers, briefing notes and speeches as directed.
  14. To deal directly with Members of the public and wherever possible resolve or allocate initial enquires and complaints.
  15. To liaise with appropriate officers in responding to complaints and enquiries from members of the public, Councillors, MPs, redirecting as appropriate and tracking/monitoring outcomes.

This role is a hybrid role which you’ll be required to go into the office once a week.

36 hours a week with an hourly pay rate of £19 per hour Umbrella