Talent Recruitment Darlington
Summary As the PA to member(s) of the Finance Senior Leadership Team, you will need to have previous experience of managing a busy diary. It is essential you have good communication skills (written and verbal) and excellent organisational skills with the ability to prioritise tasks and work under pressure, provide excellent customer service, and be IT literate. Role holder will be part of the Business Support Team, and provide support to a range of different corporate functions. Key Responsibilities: • Manage the director/deputy-director's diary on a day-to-day basis and organise meetings as requested. Strategic management of diaries to identify busy periods in the business cycle and monitor their inbox(s) for diary-related emails. Understand the objectives of meetings and prioritise against conflicting requirements. • Handle sensitive information in a confidential manner and manage the director/deputy-director's inbox to prioritise work effectively. • Set up and maintain an effective filing and archiving system on workplaces/Sharepoint, conduct information searches when commissioned and respond to enquiries and requests. • Secretariat to SLT and/or board meetings as required, maintain a forward plan of agenda items, draft agendas, commission papers and circulate in good time. Attend the meetings, drafting accurate minutes and actions, track progress against actions. Prepare meeting papers for the director/deputy-director, ensure they have all information required for all meetings in their preferred format. Source briefing for meetings where required. • Make travel and accommodation bookings which adhere to departmental policies. Take account of value for money, and support the director/deputy-director's diary arrangements. Ensure relevant approvals are in place for travel and accommodation booking on behalf of the director/deputy-director before the booking is made. Timely processing and recording of travel and subsistence claims on departmental systems on behalf of them within the 3-month window. • Work cohesively and in a joined up way with the PA network, with other PAs in the Business Support Team and more widely with other PAs across the department. Provide high quality customer service in line with departmental expectation. Ensure that all information for customers is accurate, timely, clear and easy to understand and that all dealings with customers are professional positive and respectful. • Take active part in the Business Support Team and take responsibility of group wide activities. Support the improvement of internal procedures and systems, identifying opportunities for innovation and continuous improvement.