Office administrator New
My client is looking to recruit a Personal Assistant Administrator to cover a maternity leave contract to work on a hybrid working model.
The role of the PA will be to:
- Provide support to ensure smooth operation of the routine functioning of the Department via interactions with the Director and the HPAR leadership team
- Assist Director and HPAR leadership team with HPAR monthly reports/annual reports
- Diary management
- Filing/E-filing/Scanning as needed
- Travel arrangements
- Ensure smooth operations of internal/external meetings
- Project work
- Process improvement work
- The PA will work closely with the:
o Director
o HPAR Leadership Team
o Customer Services
KEY RESPONSIBILITIES- Operational Activities
o Assist the Director on all daily duties as well as any ad hoc items as they arise
o Working closely with members of the HPAR team.
o Contribute and provide support to the business enablement team as required
o Assist Director on all daily activities
o Take minutes from leadership team meetings
o Assist stakeholder manager with co-ordination of the timely delivery of Departmental
queries, media queries, customer service queries parliamentary questions and requests for
information through interaction with relevant team members.
o Assist with arranging meetings internally and externally
o Collating statistical management information and circulation of same
o Travel arrangements
o E-filing for managers
o Diary management
o Specific projects as required from time to time
o Any ad hoc administrative duties, as required
Jul 2025- Quality Management:
o Assist in the development and updating of SOPs as needed.
o Circulation and follow up on SOP completion and training status
o Participating, as required, in internal audits, and working on the implementation of any
required corrective actions- Performance Management
o Working with the Director and leadership team to agree appropriate performance related
targets
o Taking measures to identify and resolve issues impacting performance, reporting regularly
on progress against specified objectives, goals and performance targets
o Effectively communicating objectives, goals and performance targets within the
department
o Promoting a positive, open, friendly and professional working environment
o Participation in the performance development programme (PDP)- Communications/Customer Service
o Ensure effective and regular communication within the team
o Provide timely feedback to team members
o Attending and contributing to their internal and external meetings, as appropriate
o Ensure delivery of efficient and effective customer service
o Ensuring that appropriate mechanisms are in place to support interactions with other areas.
o Ensuring responses to queries in line with the service charter- General
o Provide Reception cover as required
o Provide general duties cover as required
o Perform such other duties as they may reasonably require
QUALIFICATIONS AND EXPERIENCE- To be considered for this post, candidates must have:
o Previous office experience (a minimum of one year).
o Previous PA experience would be an advantage
o Ability to meet milestones/deadlines and reach targets.
o Proven ability to manage a diverse workload.
o Excellent organisational skills including the ability to prioritise and manage large volumes
of applications.
o Excellent communication skills both written and verbal, with a high level of discretion.
o Proficiency in the Microsoft office suite (Word, Excel, PowerPoint and Outlook) and
databases
o A proven track record of working in a team environment requiring a high degree of
flexibility
o Ability to work autonomously and demonstrate initiative
o Strong interpersonal skills to liaise with relevant parties as required.
o A proven track record of working in a team environment requiring a high degree of
flexibility