Pa-Ir Secretary

PURPOSE:

As the gateway to the AD OD & HR, to provide a professional, proactive and responsive PA/Secretary role to the AD and management team of OD/HR setting the tone for engagement with the service. To provide an administrative service to the Policy, Projects and Industrial Relations Team including support for job evaluation and provision of management information.

The post holder will work to ensure all management needs are met efficiently and effectively, which will require them to effectively use their own judgement and initiative, proactively identifying priorities for the AD and making sure that the wider management team is kept fully informed as to progress.

Anticipate future needs of OD & HR AD responding fully and efficiently to enable them to be more effective in their role. Work with the AD to prioritise meetings, calls and workload, using their judgement and initiative to provide responses and advice for consideration. Proactively forward plan, manage the AD diary to avoid clashes, raising issues promptly and supporting the AD to enable them to be well organised and prepared for meetings.

Provide background information for all key meetings sufficiently in advance to ensure that they are effectively prepared and can use the meeting to progress the OD/HR agenda; this information is to form part of a complete day file that is accessible and timely.

Oversee the progress of issues being dealt with by the AD, ensuring they are prioritised and effectively responded to in a way that is consistent with the council’s strategic priorities

Provide support to the Policy, Projects and Industrial Relations Team relating to the administration of the job evaluation schemes as directed and on any wider administration required. Delivers quality, easily accessible management information that meets the needs of customers and the wider OD/HR service.

Undertake specific projects under the guidance from the Assistant Director for example support for Team Hull Awards, staff networks etc. Use full range of technology available.

Qualifications

NVQ Level 3 Business Administration or equivalent level of experience

Office 365 suite

Relevant Experience:

Significant experience of providing PA support to officers in a complex and fast-moving office, including examples of anticipating and dealing with issues and effective diary management

Evidence of identifying and resolving critical and conflicting issues and demands

Examples of establishing and maintaining information management and effective admin systems including Sharepoint and Microsoft Teams channels

Evidence of using Microsoft tools to provide efficiencies within the role

Experience of delivering minutes and other written materials that are correct the first time (showing therefore an understanding of the subject, and preparation for the meeting etc.)

Experience in undertakingresearch projects andpresentation offindings

Skills (including thinking challenge/mental demands):

Excellent literacy, numeracy and IT skills

Excellent organisational and prioritisation skills, able to work effectively with minimal supervision to meet challenging objectives and deadlines

Highly developed analytical and research skills to undertake research and investigation and the compilation of briefings, summaries, synopsis and abstracts