Personal Assistant to Managing Director - Phoenix Care Group Ltd

Job Posted: 20 March 2024

• Contract Term: Permanent
• Location: Newport, Isle of Wight
• Contract Type: Full time
• Salary: £25 - 30k per annum based on experience
• Industries: Administration General Office

An exciting opportunity for a highly organised and proactive individual has arisen to join our team as Personal Assistant to the Managing Director. The PA will carry out a wide variety of admin tasks to support the Managing Director in optimising efficiency and productivity.

To be successful in this role you will need to have meticulous attention to detail whilst working at pace and managing multiple deadlines effectively. You should be adaptable with the ability to anticipate needs and proactively use your own initiative. A professional and trustworthy approach is essential.

This is an exciting time to join our dynamic team and make a positive impact as we grow. We are looking for colleagues who share our core values and who are keen to play their part in creating an exceptional workplace culture.

Key Responsibilities

• Co-ordinate the Managing Director's calendar, scheduling meetings and ensure effective time management.
• Filter incoming calls and emails, prioritising actions and keeping the Managing Director informed, acting as the key link between the MD and all internal and external enquiries.
• Create and refine documents, presentations, and reports.
• Organise meeting materials and ensure the Managing Director is fully briefed and prepared for all agendas.
• Capture meeting actions and perform necessary follow up tasks, delegating responsibility where required.
• Build and maintain positive relationships with internal and external stakeholders, liaising on behalf of the Managing Director.
• Prioritise tasks and responsibilities according to their urgency and importance, ensuring smooth daily operations.
• Handle sensitive information with the utmost confidentiality and discretion at all times.
• Daily oversight of office administrative team and working closely with all staff and the management team.
• Work with the administrative team to ensure that the office you work in is maintained to a high standard of appearance / upkeep / presentation and that the health and safety/ confidentiality is always prioritised.
• To ensure that all relevant paperwork is completed to a professional standard, adhering to all company policies and procedures, and working with other agencies as required.
• To engage with any training offered to enable you to progress your career.
• You will be the point of reference for all queries, requests or issues relating to the MD and will be an integral part of the company’s workforce.

Duties

1. Experience of liaising with clients, with excellent telephone etiquette and communication skills.
2. Extensive email correspondence and excellent knowledge of all office 365 systems.
3. Answering calls, taking messages and handling correspondence.
4. Strong organisational skills and the ability to self-motivate, together with the ability to work well as part of a team to meet tight deadlines.
5. Attention to detail and problem-solving skills.
6. To attend training and workshops and any other training deemed necessary to further your knowledge of the company. 
7. Greeting visitors to the MD in a professional manner and offering refreshments.
8. Receiving and handling incoming post and collating outgoing post.
9. Typing letters and minutes in accordance with the company standard formats.
10. Arranging internal and external meetings, including room booking, document preparation and refreshments.
11. Maintain confidentiality and discretion.
12. Organise documents and paperwork and maintaining a filing system.
13. Oversee the administrative teams’ responsibilities to ensure that all key roles and responsibilities are carried out efficiently and effectively.
14. Build strong relationships with clients and external stakeholders.
15. Assist in preparation of regularly scheduled reports.
16. Maintain the MDs filing/ archiving system in both hard and electronic format.
17. Proactively assist with the smooth running of the office as well as supporting the management team to also ensure that support staff and house leads based in the homes are submitting the appropriate forms onto our home management system.
18. Diary co-ordination.
19. Assist in safe recruitment, onboarding of staff across the organisation.
20. Preparing slideshows and presentations for various meetings both internally and externally
21. Preparing and circulating adverts of future vacancies.
22. Overseeing the development and circulation our monthly newsletter to both staff and young people.
23. Supporting in maintaining the home management system.
24. Any other duties as required by the Managing Director.