PA- Head of Finance & Resources & Head of HR & Communications SOUTHEND-ON-SEA, Essex

Job Description
Salary: £61.95 - £72.24 per hour

Job type: Fixed Term Contract

Sector: Admin & Clerical

Date posted: 20/12/2012

Personal Assistant to Head of Finance & Resources and Head of HR & Communications

£61.95 - £72.24 per day PAYE

Full Time - 35 hours per week

Civic Centre, Southend on Sea

Ideally to start 7th January 2013

Temporary Contract until 31st March 2013



As Personal Assistant, your focus will be to provide high quality, effective administrative support. This will include comprehensive and proactive diary management involving scheduling meetings, preparing agendas, booking meeting facilities and producing minutes. You will also produce documents, briefing papers, reports and presentations and deal with all forms of correspondence. Ideal candidates will already have proven experience as a PA. You will have excellent written and verbal communication skills and be proficient in the use of Microsoft Office. This will be a very demanding role working primarily for two busy Heads of Service and you will be working with a variety of priorities and tight deadlines. This is a role for someone with existing personal assistant experience and preferably of working for two people. As part of a team you will also be expected to provide support and back up to the other Heads of Service and Corporate Director as and when required.

    Assisting, supporting and anticipating the requirements of the Head of Service, gaining an understanding of their aims and objectives in order to give full support and, where possible relieve him/her of tasks that do not require his/her high level input
    Acting as the first point of contact for the Heads of Service both internally and externally, representing him/her as they would wish at all times. Discriminating between matters/telephone calls that should be dealt with personally by the Corporate Director or passing on to the relevant person. Dealing in person with routine enquires
    Dealing with all communications for the Head of Service from members of the general public, Councillors, CMT, representatives of public, statutory and voluntary organisations, trade unions including those at executive level and representatives of private firms and commercial enterprises where appropriate
    Drafting letters of reply to correspondence for the Head of Service's signature
    Diary management and organisation of all meetings, events and conferences, ensuring all necessary arrangements are in place i.e. agenda, venue, equipment and administration arrangements, etc
    General Secretarial and administration duties, typing of all correspondence, dictation, recording of complaints, hospitality and Managers' annual leave. Administering and maintaining office systems

    Intermediate Word
    Excel and PowerPoint with a minimum of 50wpm typing
    Sound knowledge of Council Services
    Good knowledge of a wide range of IT equipment and applications
    Range of clerical and administrative skills
    Effective organisational and time management skills to meet tight deadlines and manage priorities
    Good attention to detail
    Good communication skills, both verbally and written and to be able to deal with members of the public in a sensitive and tactful manner
    Strong team focus in order to support both Heads of Service and other PAs
    Able to prioritise workloads for both self and Heads of Service, often working to tight deadlines
    Able to use discretion when dealing with issues of a confidential or sensitive nature






Southend Borough Council is committed to safeguarding and promoting the welfare of children and vulnerable adults, and expects all employees and volunteers to share this commitment.

Our aim is to be an equal opportunities employer. We welcome applications, regardless of race, colour, nationality, ethnic or national origins, sex, disability, sexual orientation, gender reassignment, marital or civil partner status, pregnancy or maternity, age or religion or belief. All applications will be considered solely on merit.
Please note this role may be filled prior to the closing date