We are looking for a temporary PA/Team Support Officer for our local authority for up to 3 Months – although working from home you need to be based locally – the role is full time.
The post holder will provide secretarial and administrative support to the specific department Team and the Director .
Contribute and organise office requirements especially during Emergency Planning and/or Outbreak Incidents for Health Protection purposes.
The post holder will be responsible for providing daily Business Support to the team including leading on HR administration.
To be the first point of contact in person and via telephone calls for the Director , therefore, dealing with enquiries either by telephone, email, post or visitors to the office and, if necessary to pass to an appropriate member of the team.
To provide comprehensive business support to the Team to include managing appointments, managing emails and dealing with or prioritising as appropriate. Composing, typing, formatting and distributing correspondence, reports, agendas and other documents as required, using own judgement and discretion as appropriate on a range of Microsoft office applications to advanced keyboard skills.
To maintain and manage an accurate and efficient electronic diary system and to co-ordinate a schedule of meetings for and in consultation with Team members using own judgement and discretion where appropriate.
To develop and maintain communication with all levels of staff groups, members of the public and outside agencies on complex, sensitive issues and ideas requiring a level of understanding and persuasive skills e.g. outbreaks and emergencies. To co-ordinate information exchanges across directorates and departments within the council and external stakeholders and agencies.
Organise conferences, away days, training days, courses, interviews and presentations including booking accommodation, venues and organising catering, equipment etc.
Develop and maintain effective liaison with Payroll and HR to ensure that they have up to date information.
To provide administrative support during infectious disease outbreaks and for major annual Public Health campaigns e.g. Flu campaign, including creating and managing appropriate spreadsheets/databases and to use Loggist skills during exercises and outbreaks or serious incidents.
To undertake general administrative duties to include but not limited to minute taking and transcribing in order to support all areas of the team as required.
Developing and improving business and office systems that support the team and the fulfilment of its functions.
Collating and incorporating information from managers into job descriptions and person specifications, setting up of recruitment, arranging and coordinating interviews and ensuring new staff are coordinated into their induction efficiently.
Effective Organisational skills and ability to determine priorities.
Effective communication and interpersonal skills across all tiers of the Authority and external organisations.
Ability to focus on detail and to apply a logical approach to decision making when dealing with complex situations and issues.
Ability to deal with confidential information in an appropriate manner.
Ability to take minutes and meetings, transcribe and distribute to appropriate personnel.
Excellent ICT Skills – attention to detail with accurate and efficient typing skills, and ability to format and template documents.
Ability to manage calendars in a timely and professional manner.
Please apply with CV