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Job Search / Administration & Business Support

Personal Assistant - Temporary post

Location
Fareham, Hampshire
Salary
£13 - £15 per hour + INSIDE IR35
Job Type
Temporary
Ref
BBBH27187_1622544696
Contact
James Norval


Personal Assistant (PA)

  • location: Remote, then ideally Fareham 1/2 days a week
  • £15 per hour, 37 hours a week
  • 4 month temporary post
  • Self-Employed Contractor position - Inside IR35
  • Urgent start
  • Deadline: 12 noon 3rd June 2021

SERVICE REQUIREMENT

We are recruiting for a PA/Business Support Officer to join the Census Delivery Division of the Census and Data Collection Transformation Programme (CDCTP)

The post sits within the Census Delivery Business Support team. The primary function of the post holder will be to provide PA duties to the Deputy Director for Census Delivery. This will require you to provide a confidential, dedicated administrative support service to him, assisting in managing his office productively, effectively and efficiently. This will include, among other tasks, managing his inbox, calendar, meeting logistics, and travel arrangements effectively and assisting him in managing his corporate responsibilities effectively. You will be required to prioritise effectively, plan ahead and develop good working relationships with a variety of stakeholders.

It is anticipated that you will also provide some business support to the division as a whole, as part of the business support team. This may include preparing for and undertaking the secretariat function for divisional meetings, providing support for corporate reporting requirements, booking meetings, making travel arrangements and other necessary administrative tasks. The successful candidate will have previous experience in a PA role to a senior (board level) manager. The postholder will be a forward-thinker, proactively managing
enquiries and issues into the Deputy Directors inbox, ensuring work remains on track and building strong relationships with key stakeholders. It is essential that the post holder is self-confident, highly organised and able to work at pace alongside a broad range of stakeholders.

TYPICAL ROLE RESPONSIBILITIES

1. Taking the lead as the Deputy Director's (DD) first point of contact, rationalising, filtering and prioritising emails and other communications, responding where appropriate and making decisions about what to bring to his attention for action or information

2. Managing the DD's diary, ensuring the effective and efficient use of his time, managing changes and conflicts, negotiating and working with others as necessary

3. Working professionally and proactively to manage relationships across the division, programme and wider ONS

4. Supporting in the arranging of business meetings, conferences and, when possible again, away days ensuring that key attendees are available and that meeting papers/itineraries are complete, printed and distributed in a timely fashion. This may include meetings solely for ONS employees as well as meetings between the ONS and external stakeholder

5. Monitoring actions and risks assigned to the DD, ensuring these are reviewed and completed in line with timescales set, negotiating changes as necessary

6. When Covid-19 restrictions allow, organising travel arrangements, including itinerary planning, flights, rail, car hire, hotel and other accommodation and managing expense claims as appropriate. This will include ensuring all expense claims are dealt with appropriately and authorize others' expenses as agreed with the DD

7. Providing other business support to the wider team as necessary, including undertaking short self-contained assignments as required

8. Accurately creating and managing documents based upon drafts supplied by senior managers

9. Managing team inboxes, ensuring that emails are passed to relevant team members to action responses and liaising with other business support teams to share tasks and resoures as required

10. Undertaking administrative tasks for your Division(s) such as managing key logs and documents and supporting a range of management boards and meetings, through providing a secretariat function, that will include note taking

11. Supporting a range of corporate assurance activities, liaising with key stakeholders to gather evidence and responses, disseminating as appropriate

12. Other ad-hoc administrative tasks as required, which may include covering for other PA absences within the wider Directorate as required