PA - Assistant Director of Housing Options

• Ref:2145
• Date Published:2010-10-14
• Consultant:Admin Account
• Type:Temporary
• Category:Support
• Location:West London
• Salary:£17.45ph + Holiday Pay (Paye)

To provide a comprehensive, efficient and confidential administrative and secretarial service, and personal assistance, to the Assistant Director, as determined by the Executive PA and Office Manager.

DESCRIPTION OF DUTIES

1. To provide complete personal and confidential secretarial and administrative support services to the Assistant Directors of Social Services. To ensure all “working papers” are kept in an orderly and easily accessible manner to assist the Assistant Director in the execution of day to day tasks.

2. To maintain a high level of understanding of the functions and operational matters of the Department in order to be able to prioritise workload in terms of importance and urgency.

3. To sort and prioritise all incoming mail including

3.1. Acknowledging and sending replies on routine matters;
3.2. Operating a bring-forward reminder system ensuring correspondence is replied to and actioned within the timescales required by various Council and Departmental procedures and
3.3. Redirecting correspondence to other Sections/Divisions as necessary.

4. To monitor and deal with all incoming telephone calls; to determine which calls need the personal attention of the Assistant Directors; to be proactive in assisting callers, replying to queries and giving advice where appropriate; re-routing calls as appropriate; to maintain a clear and concise “message book” system.

5. To deal as a matter of priority with correspondence and telephone enquiries involving Councillors, Members of Parliament, Directors and Managers of outside organisations and members of the public; to be responsible for progressing Councillors’ enquiries by gathering information, liaising with officers concerned and coordinating and drafting replies for the Assistant Directors.

6. To liaise with Senior Officers, Senior Managers, Councillors, MPs, Senior Officers of other Departments, Authorities, Central Government Officers and Directors of outside companies.

7. To research and draft notes, letters and reports as required by the Assistant Directors.

8. To expedite, where appropriate, matters being dealt with by the Assistant Director and keep her/him informed of the progress.

9. To ensure that all urgent matters relating to the work of the Assistant Directors are passed to the appropriate Senior Officer for progression during his/her absence on leave etc.

10. To undertake specific projects and research, as necessary.

11. To maintain diaries for the Assistant Directors; to maintain an up to date movement schedule of all Principal Officers in the Division.

12. To arrange appointment and meetings with staff, officers of the Council and with other organisations; to ensure that papers and all supporting material for such meetings are available and circulated in a complete and up to date format. To receive visitors and provide refreshments. To arrange attendance at functions, seminars and conferences; arrange travel and expenses.

13. To act as Assistant Co-ordinator for the Divisional Management Team, including attendance as required, minute taking, circulation of necessary papers.

14. To follow up any action arising from the Departmental Management Team Meetings, Divisional Management Team Meetings, and any other internal/.external meetings, as required.

15. To liaise with Management Team Members, maintaining a “ reminder” system on matters affecting them; ensuring that they are kept aware of task deadlines etc.

16. To maintain a weekly diary chart and sickness/special leave absence chart for Principal Officers in the Division.

17. To provide a high quality shorthand, audio and word-processing services to the Assistant Directors; to type Committee Reports and all other reports and correspondence, ensuring that strict confidentiality and security of sensitive and confidential material is maintained.

18. To be familiar with and operate new technology machinery, e.g., computers, wordprocessors, printers, facsimile and photocopying equipment.

19. To maintain an effective, up to date, filing system for the easy retrieval of information; to arrange archiving of “dormant” files; to ensure that material of a sensitive and confidential nature concerning staff, clients, and documents restricted to Senior Management is maintained securely at all times.

20. To assist in the induction of new members of staff, arranging introductory meetings with appropriate Divisional, Departmental and other personnel. To supervise temporary staff, as necessary.

21. To work in a collaborative manner with other members of the Secretariat so as to ensure that adequate cover and P.A. support is provided to each member of the Departmental Management Team in the short term absence of her/his P.A.

22. To provide, at the discretion of the officer manager, administrative support in exceptional circumstances to the various Sections within the Division.

23. To order stationery, furniture and other office equipment as necessary; arrange repair/refurbishment of office equipment, accommodation or furniture.

24. To carry out all the duties of the post in accordance with the Council’s Equal Opportunities policies and to promote the operation of the policies.

Req ID: 104930