Personal Assistant to Head of Service
Description✓Handling HR and recruitment duties, including on-boarding new staff members and training employees where necessary
✓Acting up to provide full executive cover for Assistant Director when required
✓Supporting co-ordinating and timetabling visits/inspections from Ofsted/DfE/Partner organisations
✓To develop and maintain appriopiate filing and recording systems both electronically and manual records
✓To guide/supervise work carried out by the any lower level administration/clerical staff encouraging high standards of work and priorisation of workloads
✓To take the initiative and act on behalf of the HOS to resolve issues via contacting relevant members of staff by filtering and screening telephone calls and emails
✓To proactively identify opportunities for delegation of work where appriopiate to other officers within the Council
✓To support the HOS and/or nominee's required in dealing with complex enquries, correspondance, complaints from Elected Members, Senior Management, Employees, Members of the Public and Media/Press as and when required
✓To handle and co-ordinate all Councillor and MP enquiries, ensuring they are logged on the Council system, directed to relevant person to respond, track progress to ensure compliance with statutory deadlines
✓To handle and co-ordinate Complaints and Freedom of Information requests ensuring compliance with statutory deadlines
✓To liaise with External Partners as and when required
✓To handle and process invoices, ensuring correct budget codes are assigned to various areas of work
✓To conduct forward planning to ensure that appropiate/relevant arrangements are made, materials prepared and papers collated for meetings, seminars and conferences
✓Tracking as appropriate to ensure documents are ready and submitted
✓To frequently check the Divisional Leadership Team Forward Plan for reports/updates due and diarise to send out prompts and reminders to relevant staff well in advance, to ensure deadlines are met and reports are produced in accordance with the timetables laid down by the Authority
✓To take responsibility for sorting all post received by HOS and extract any items deemed not necessary for the HOS personal attention
✓Pass on urgent items to ensure that they are actioned as soon as possible To maintain a professional working knowledge of the relevant functions and responsibilities and key objectives of the HOS Director and/or nominee/s ensuring strong networks with Executive Assistants/Personal Assistants/Secretaries across the authority and partner organisations
✓To prepare meeting agendas, perform research for meetings and take confidential minutes of board/high level meetings
✓Obtaining approval of minutes and distributing appropriately
✓Taking extensive and detailed confidential minutes at Hearings/ Grievances/ Disciplinaries
✓Taking dictation of correspondence/reports and transcribing
✓Audio typing and proof reading
✓To take own initiative with relevant agencies in respect of any action deemed necessary and circulation of any correspondence required with the AuthorityTo co-ordinate/record Heads of Service', SMT , DMTs annual leave, sickness, one to one meetings and annual PRD's
✓Connect2Dudley, part of Dudley Metropolitan Borough Council & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates Show more →
✓Acting up to provide full executive cover for Assistant Director when required
✓Supporting co-ordinating and timetabling visits/inspections from Ofsted/DfE/Partner organisations
✓To develop and maintain appriopiate filing and recording systems both electronically and manual records
✓To guide/supervise work carried out by the any lower level administration/clerical staff encouraging high standards of work and priorisation of workloads
✓To take the initiative and act on behalf of the HOS to resolve issues via contacting relevant members of staff by filtering and screening telephone calls and emails
✓To proactively identify opportunities for delegation of work where appriopiate to other officers within the Council
✓To support the HOS and/or nominee's required in dealing with complex enquries, correspondance, complaints from Elected Members, Senior Management, Employees, Members of the Public and Media/Press as and when required
✓To handle and co-ordinate all Councillor and MP enquiries, ensuring they are logged on the Council system, directed to relevant person to respond, track progress to ensure compliance with statutory deadlines
✓To handle and co-ordinate Complaints and Freedom of Information requests ensuring compliance with statutory deadlines
✓To liaise with External Partners as and when required
✓To handle and process invoices, ensuring correct budget codes are assigned to various areas of work
✓To conduct forward planning to ensure that appropiate/relevant arrangements are made, materials prepared and papers collated for meetings, seminars and conferences
✓Tracking as appropriate to ensure documents are ready and submitted
✓To frequently check the Divisional Leadership Team Forward Plan for reports/updates due and diarise to send out prompts and reminders to relevant staff well in advance, to ensure deadlines are met and reports are produced in accordance with the timetables laid down by the Authority
✓To take responsibility for sorting all post received by HOS and extract any items deemed not necessary for the HOS personal attention
✓Pass on urgent items to ensure that they are actioned as soon as possible To maintain a professional working knowledge of the relevant functions and responsibilities and key objectives of the HOS Director and/or nominee/s ensuring strong networks with Executive Assistants/Personal Assistants/Secretaries across the authority and partner organisations
✓To prepare meeting agendas, perform research for meetings and take confidential minutes of board/high level meetings
✓Obtaining approval of minutes and distributing appropriately
✓Taking extensive and detailed confidential minutes at Hearings/ Grievances/ Disciplinaries
✓Taking dictation of correspondence/reports and transcribing
✓Audio typing and proof reading
✓To take own initiative with relevant agencies in respect of any action deemed necessary and circulation of any correspondence required with the AuthorityTo co-ordinate/record Heads of Service', SMT , DMTs annual leave, sickness, one to one meetings and annual PRD's
✓Connect2Dudley, part of Dudley Metropolitan Borough Council & Kent Commercial Services LLP, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates Show more →