PA to Directors and Senior Managers
Leek Wootton
Permanent Contract
Full Time
Salary (£29,109.00 - £31,296.00)
The closing date for this post is 12 noon on 3rd December 2024
Those currently eligible on the redeployment register will be given prior consideration.
The main purpose of the role is to co-ordinate and provide a comprehensive secretarial and administration service to Directors and Senior Managers.
Main Responsibilities:
1. To provide support for strategic meetings, including production and distribution of agendas and papers, taking and circulating minutes. Ensure meeting records represent an accurate account and include all relevant decisions, comments and issues.
2. To manage complex diaries, prioritising meetings according to importance and urgency, taking into consideration the optimum use of Directors’ and Senior Managers’ time. Ensure diary conflicts are dealt with appropriately. Ensure all required supporting documents and papers are available in advance.
3. To meet regularly with the Senior PA and Chairs to ensure they are fully informed of ongoing matters, diary commitments and invitations. Ensure any information provided is well-interpreted in order for decisions/actions to be taken and outstanding issues to be dealt with effectively.
4. To ensure suitable provision of cover for fellow PAs during periods of absences and work closely with the PA Supervisor and team to ensure a consistent standard of service is provided.
5. To deal with correspondence relating to minutes and actions to Directors and Senior Managers in a timely manner.
6. To support the service in co-ordinating the arrangements for the Force Awards events including sending of invitations, and arranging venues etc, including planning conferences, workshops, seminars and other events for Directors and Senior Managers.
7. To manage travel arrangements for the Directors and Senior Managers, including booking travel (drivers/rail/air), hotels, conferences, car parking arrangements etc.
8. To support all internal and external visitors attending meetings and ensure they are professionally and courteously treated during their visit. Liaise with appropriate departments to book facilities and refreshments as necessary.
9. To build and sustain effective relationships with internal and external contacts and stakeholders, including other forces’ Directors and Senior Management.
10. To undertake all routine and necessary administrative work i.e., calendar and diary manager for Directors, photocopying, dictation, filing etc.
11. To undertake other duties commensurate with the nature, level of responsibility and grading of this post, as required.
Knowledge:
* 5 A–C grade GCSEs (or equivalent) including English and Maths.
* Formal typing qualification (RSA stage III or equivalent).
Experience:
* Substantial experience in providing a PA/administrative support at an Executive or Senior Management level including proactive Diary Management and minute taking.
Key Skills:
* Excellent word processing skills.
* Competent in the use of IT packages including Microsoft packages or equivalent.
* The ability to work unsupervised on own initiative to tight deadlines and prioritise a demanding workload.
* The ability to research and analyse large volumes of information and prioritise as appropriate.
* The ability to deal tactfully and appropriately with people at all levels, exhibiting sound judgement and high degree of emotional intelligence.
* Proven track record as an effective team player.
* The ability to deal with all confidential matters with absolute discretion and integrity.
We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.
You will be required as part of Warwickshire Police recruitment process to successfully complete vetting and credit checks.
We support the “Happy to talk flexible working” campaign, which aims to encourage uptake of flexible working for individuals, the flexible working options that may be considered for this role include;
* Annualised Hours
* Compressed Hours
* Job Share
* Part Time Working
Why work for Warwickshire Police?
Warwickshire Police has gained a reputation as a pioneering and innovative force, responsible for policing a large diverse, multi-cultural population.
If you are looking for a fresh challenge which offers a genuine opportunity to make a real difference to people’s lives, variety and the chance to broaden your experience, then Warwickshire Police is the force for you.
Equality, diversity and inclusion
Warwickshire Police are committed to equality, diversity and inclusion.
We are working hard to increase diversity and inclusion within the Constabulary, where communities are under-represented, including those from minority ethnicity communities, people of all ages, abilities, faiths, religions and gender, LGBTQ+ communities and those from other disadvantaged or marginalised backgrounds, who share our values and wish to make a difference to the communities we serve.
All applications will be treated on merit, based on the evidence provided in your application and suitability for the role you have applied for.
Recruitment and Selection Policy
Internal applicants who are at risk of redundancy or in need of redeployment and pass the selection process, will be offered the role over the remaining internal and external applicants.
Police Barred and Advisory lists
Individuals placed on the Police Barred and Advisory lists will not be considered for employment by the police for a minimum of 5 years from the date of listing in the case of gross misconduct, or 3 years from the date of listing in the case of poor performance.
Vetting and safeguarding
Warwickshire Police are committed to safeguarding and operate safer recruitment processes, to ensure a police service that employees are proud to work for because they feel safe, valued and part of a happy and supportive work environment. All employees and volunteers therefore will be subject to background checks including vetting and references.
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