Personal Assistant to Assistant Director - City Development
Ref: 1839 - 2368
Salary: Band 6 - £20,653 - £23,866 p.a.
37 hours per week
The City Development service is responsible Planning Policy, Development Control, Economic Development, Building Control and Contaminated Land.
The service is part of the Regeneration Directorate which has a wide range of functions all with a core purpose to regenerate the city in a way that provides benefits for all. This relies on close and cooperative working with all services within the Council and key partners and agencies.
What is the role?
To provide a Personal Assistant service to the Assistant Director-City Development.
This is a busy role and the post-holder will have a desire to learn and fully understand the role of the Assistant Director and their work.
You will be a key point of contact for the directorate and will coordinate responses to a variety of communications, including complaints and Member enquires and will play a key role in conveying the professional and positive image of the directorate and the council. This will include understanding the timescales that apply to council processes and the Assistant Director's priorities and ensuring that work is carried out with these in mind.
You will be required to understand the frequency of key meetings such as project boards, committee and Cabinet meetings, and to ensure that the Assistant Director is fully prepared for these, ensuring minutes are ready and also ensuring that papers are submitted within the required timescales.
You will work closely with other personal assistants and administration officers throughout the council and with partner agencies and will establish good working relationships with key contacts throughout the directorate.
As the directorate evolves you may be required to provide support to other senior managers within the directorate.
Your main duties are:
- Manage the Assistants Director's diary on a daily basis, managing all appointments, re-arranging where appropriate and using initiative to move any meetings which may overlap.
- Filter emails and respond to these on behalf of the Assistant Director or pass them to the appropriate officers ensuring that the matter is dealt with and a record made of the outcome.
- Ensure that the Assistant Director is prepared for meetings, including compiling and sending agendas, printing documents, arranging travel and chasing up outstanding documentation and tasks.
- Attending meetings and taking notes or minutes. These will be at the Civic Offices and off-site, some of which may be in the evening.
- Greet visitors to the Assistant Director and provide hospitality and refreshments where appropriate.
- Disseminate information to other managers.
- Dealing with enquiries including telephone calls, resolving or redirecting to the appropriate officers for resolution.
- Maintain up to date records and files for projects the Assistant Director is involved in and highlight any areas of concern to the Assistant Director.
Who is the person?
You need to have:
- Experience working as an effective Personal Assistant at senior management level or substantial equivalent administrative experience working with senior managers.
- Excellent communication and interpersonal skills both written and verbal as you will be dealing with a wide range of people including senior officers, Elected Members, contractors and customers.
- Good literacy skills and be able to respond to enquiries on behalf of the assistant director.
- and numeracy skills
- Excellent minute taking skills at multi-disciplinary meetings with both internal and external agencies.
- Proficient use of IT packages including Microsoft Office, to include Word, Outlook, Excel and Powerpoint.
- Excellent organisational and time management skills with the ability to work to tight deadlines, adapt quickly and reprioritise work to meet new deadlines.
- Experience of diary management and a proven ability to think ahead and plan workloads.
- Good understanding of Information Governance and the importance of confidentiality as you will be dealing with sensitive information.
- Understanding of Portsmouth City Council's structure and corporate procedures.
- Be flexible in the timing of working hours to support the demands of the work.
- High level of self-motivation, ability to self-manage and use you own initiative to solve problems.
- Experience of working within a busy office environment with demonstrable experience of carrying out administration duties to a high standard with a large degree of autonomy.
- Interest in and knowledge of the regeneration of Portsmouth would be an advantage as would an Understanding of the roles of partnerships, the private sector and external partners and the importance of working together to achieve regeneration for the city.
Closing 30th September 2018
Assessment & interview process 30th October and/or 1st November 2018