Job Reference: 57564
Directors Personal Assistant
- Gloucester, Gloucestershire
- £13.98 - £13.98 per hour
- Contract / Full Time
Seven Social Care are looking for a Personal Advisor to the Directors of the council to work with Gloucestershire County Council based in Shire Hall on Westgate Street. This contract is paying £13.98 per hour. The role will be working 2 days from home then 3 days in the office.
To directly and proactively provide a comprehensive service to Directors through the provision of a complete executive and service support function across a range of activities in support of corporate objectives and obligations. To expertly manage the Director’s expectations and requirements in respect of diary and meetings, customer contacts, the collation of documents and data and to undertake executive projects and initiatives as appropriate.
Timely managing all aspects of customer contact, using appropriate challenge and behaviours, to achieve outcomes that reinforce the council’s customer care principles
Adopting an “ambassadorial” role
Applying a full and up to-date knowledge of council business its organisation, personnel, policies and political context
Managing and co-ordinating the resolution, completion, reporting and review of issues and complaints as appropriate, including Freedom of Information/Media contact etc.
Complete Diary Management
Managing Director’s movements and appointments effectively, including travel, in accordance with their personal and business requirements
Developing and managing appropriate protocols to ensure meetings are relevant and timely and that all relevant parties understand the agreed purpose, arrangements and outcomes of meetings. Adopting the confidence to review and revise protocols as necessary
Managing, overseeing and co-ordinating the provision, interpretation and analysis of data, including their presentation and validation to enhance and improve service delivery.
Developing protocols for the management of complex information in support of the Director.
Co-ordinating and updating SAP, P-Cards, leave requests for Directors as appropriate.
Directing the development, maintenance and simplifying of relevant systems, web-based communications and templates to support and enhance the Director’s personal and business requirements.
Document & Information Management
Initiating and creating documents to facilitate Director’s requirements, including preparations for briefings.
Ensuring that a comprehensive management and scheduling service for committees and portfolio members is provided, liaising with other services and stakeholders where appropriate.
Co-ordinating all activities associated with hosting/attending events, meetings or training where the involvement includes partner organisations.
Photocopying, printing or scanning of documentation for Director(s) as appropriate
Collation of information from a variety of sources on service activities and performance to ensure timely response is provided to direct requests for or on behalf of the Director(s) e.g. FOI’s, Council Questions
Minute Taking and Reports
Managing and facilitating the Director(s) input/attendance to meetings, statutory functions, consultations etc. and understanding the agendas, status, timetables and stakeholder group accordingly, recognising interdependencies and IT requirements as appropriate.
Recording of bullet pointed actions at meetings (or minutes by exception) as determined appropriate by the Director.
In conjunction with HR, facilitate and support the Director(s) role and associated tasks in staff performance meetings and consultations.
Managing, dealing with and distributing Director’s communications, post and emails, including responding, recording and indexing as appropriate
Managing the prioritising of work and dealing with it appropriately by distinguishing the urgent and important/information and action
Executive Support Service Development
Identifying, capturing and participating in feedback to develop and improve the executive support service to ensure Director’s confidence and satisfaction is maintained.
Participating and where appropriate initiating, development activity to ensure skills and knowledge are up to date and relevant.
Make recommendation to Directors and PA group(s) on working practices, protocols and processes in order to work more effectively; monitor and review outcomes of change.
Protocols will be developed for particular duties or activities relevant to a Director as required.
Members of Parliament and their offices
Members of the public
External organisations senior representatives
Council senior management
Other GCC staff
The ideal candidate will have…
Strong organisational skills, with a proven ability and confidence to respond to tight deadlines and juggle conflicting priorities
Development and maintenance of protocols (e.g. managing complex information or meetings), effective working practises, standards, systems and processes to ensure that all parties understand the agreed purpose and arrangements.
Experience of proactively supporting Directors and senior managers in an executive/personal assistant capacity
Dealing with Elected Members and external organisations and partners
A good knowledge of council or large diverse organisation’s processes, structures, policies and political interests
Experience of arranging and providing appropriate support to meetings, including travel, accommodation and time management requirements.
Proven ability to build good working relationships
- Confident, enthusiastic, self-motivated, resilient and an excellent team-worker
Ability to take responsibility and work on own initiative, under pressure and to deadlines without direct supervision
Strong ambassadorial and inter-personal skills with a proven ability to build good working relationships at all levels
Customer focused and politically aware
Diplomatic but persuasive with ability to liaise effectively with all levels of staff
Enthusiastic about learning and sharing new approaches and skills and continuing professional development
Flexible and team approach to ensure Directors are supported appropriately during holidays and unplanned absences
Good inter-personal skills
Knowledge, Skills and Understanding
- Excellent skills in Microsoft Outlook, Word, Excel, PowerPoint and other ICT & e-government systems, including large operational business and performance management systems.
Knowledge of information system, templates, internet and intranet arrangements and an ability to initiate and oversee the management of appropriate web-based communications, incorporating security requirements
Organisational skills in respect of arranging meetings, including travel and accommodation requirements, agenda setting and timetables and IT requirements as appropriate.
Understanding of data protection, freedom of information and other relevant legal obligations to support the Director’s responsibilities in this respect.
- Qualifications: Not Essential
- Experience: 2+ years working within a similar role.
- Travel: Clean UK driving license with the ability to commute to and from work independently.
- Hours: 37.5 hours p/w.
Working with Seven Social Care:
We have been helping social care professionals find exciting new roles for almost a decade, so we know exactly where to look when it comes to sourcing the best opportunities. We operate across the UK, and, with over 300 five-star reviews, multiple awards and amazing relationships with the biggest employers in UK social care, we give you the best chance of landing your next role.
We have a reputation for recruiting at lightning speed, however, we can only respond to candidates who meet the exact requirements of the position. If you have any queries about a role or application, please visit our website where our amazing candidate support team will be more than happy to help