PA to Director

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Job Purpose/Summary
To provide a professional and comprehensive personal assistant support to the Director and their Senior team.
· To develop and maintain an expert knowledge of key Directorate issues in order to manage and prioritise workload effectively and make appropriate decisions in the absence of the Director.
· To support the day to day running of the Directorate.
· To ensure first class diary management support for the Director
· Responsible for providing full support to the Audit Committee in terms of committee administration, agenda planning, formal minute taking, action logs and follow up.
· To support the Governing Body Secretary with corporate governance systems and processes.
· Point of contact with staff within and external to the cpmpany.
· Work with other personal assistants on cross directorate and issues, providing cross cover and resilience support as necessary to manage variable levels of activity.
Manage the flow of work, anticipating potential problems, and drawing the Directors attention to the need to take timely action, where necessary.
To be knowledgeable about the activities and key tasks to be undertaken by the team and to support the projects, ensuring that these are completed on.
First port of call for directorate enquiries. Receive and deal with confidential and sensitive information.
Co-ordinate the arrangements of senior level meetings and workshops, internally and externally. Ensuring that these events are well co-ordinated and run smoothly by communicating details of events to staff, liaising with facilitators/speakers, appropriate venues are booked, catering is organised, any technology required is organised, flyers are distributed, papers are prepared for distribution and minutes taken.
Prepare agendas and take minutes at Director level meetings.
Reminding the Director of any deadlines on meeting papers which they are producing.
Deal with all the Directors incoming correspondence both electronic and paper based, responding or redirecting as appropriate, and ensuring that any urgent or important business is brought to the attention of the Director in good time.
Be proactive in managing the Directors electronic diary commitments to ensure their time is used effectively and take all necessary action to ensure that he/she is aware of appointments, changes etc.
Ensuring timely and efficient travel arrangements for the Director.
Liaise with colleagues at a senior level within the company and other statutory and external organisations including GPs and local authorities on behalf of the Director.
Promptly and accurately produce letters, memos, reports, tables, minutes, presentations and other documents, as required from handwritten copy or Dictaphone and potentially a variety of sources. Copy and distribute correspondence/data as required.
Work with computer software as required (PC based word processing, spreadsheets and databases). Create graphics, tables etc. from data supplied as requested.
Directorate Management
Liaise with Human Resources for the recruitment of new, temporary and bank staff, completing the necessary paperwork and ensuring the Recruitment Policy is adhered to. Ensure all forms are completed for new staff members joining the directorate.
Participate in the creation and maintenance of any databases, such as contact lists. This will include input and update of databases, provision of simple reports from the databases and simple analysis and interpretation of data ensuring all information conforms to the Security Policy.
Co-ordinate all Directorate meetings and Governing Body Committee meetings where Directorate is the lead.
Maintain all personal files of directorate members ensuring confidentiality at all times.
Check expenses for travel and mileage claims before authorisation by Director.
Monitor and audit annual leave, sickness leave and study leave, producing reports when required.

Tate is acting as an Employment Business in relation to this vacancy.