At a Glance
- Tasks: Support the Director with administration, project management, and communication.
- Company: Join a dynamic team at Praxis Care, committed to equal opportunities.
- Benefits: Gain valuable experience in a professional environment with growth potential.
- Other info: Opportunity to work in a fast-paced setting with a supportive team.
- Why this job: Be the backbone of the Director's success while developing your skills.
- Qualifications: Strong organisational skills and ability to manage multiple tasks.
The predicted salary is between 30000 - 40000 £ per year.
Job Summary: To provide a professional, efficient, personal and confidential support service, undertaking all aspects of administration required to support the Director to meet key strategic objectives. To assist the Director with projects to ensure that the project is delivered on time and on budget. Managing diaries, co-ordinating meetings, events and relevant activities to ensure that urgent matters are given priority and all tasks are completed within agreed timescales. To manage all internal and external communication, taking appropriate action on behalf of the Director and to develop and maintain systems and procedures to support the Director to manage competing pressures.
Key Accountabilities:
- To support the Director by actively participating in projects including planning and documenting specific project goals, deliverables, features, functions, tasks, deadlines and costs to ensure that the project is delivered on time and on budget.
- To act as principal point of contact for the Director as a professional interface, screening calls and exercising judgement to prioritise urgent and important items.
- To resolve or refer queries to the relevant person for response and/or to respond on behalf of the Director where appropriate.
- To manage all correspondence on behalf of the Director, identifying issues requiring urgent action and ensuring that responses are provided within timescales.
- To liaise with relevant parties using initiative, discernment and sensitivity to co-ordinate responses to ensure appropriate actions are taken and contacts responded to within required timescales to ensure satisfactory outcomes.
- To ensure that the Director is notified of anything that needs attention.
- To draft correspondence on behalf of the Director and to research, co-ordinate, collate and draft presentations and reports and analysis of same, ensuring accuracy and reliability of information and that time is allocated for the Director to review and approve these where applicable.
- To co-ordinate internal meetings and ensure that attendees are provided with key information in advance of and following meetings, including creation and distribution of agenda, reports and papers.
- To ensure minutes are taken and circulated and that all action points are addressed within agreed timescales.
- To liaise with external agencies to ensure the Director is prepared for meetings with the necessary documentation and information.
- To proactively follow up actions on the Director's behalf, as appropriate, and provide and record updates.
- Proactive and efficient diary management maintaining a high degree of awareness of workload and commitments, anticipating actions and requirements and ensuring that urgent matters are given priority and that the Director is kept up to date with the progress of activities.
- Forward thinking and planning to anticipate needs for meetings and activities and regular monitoring of the diary to ensure effective time management in the context of changing priorities, including scheduling and rescheduling appointments and making travel arrangements as required.
- To become familiar with the Organisation's Management Information Systems to enable the post holder to update, maintain and interrogate the systems to extract relevant information on the Director's behalf.
- To manage sensitive data and information in a confidential manner, make any relevant changes or reviews as necessary and maintain secure management of restricted material.
- To establish and maintain effective records and filing systems in relation to the Director's area(s) of responsibility and ensure these are kept up to date and reviewed regularly.
- To maintain the departmental Information Asset Register and ensure that all information is handled according to the organisation's policies relating to storage, retention and disposal of records.
- To continuously prioritise and organise workload to respond to demanding, urgent and competing deadlines.
- To contribute to the overall organisational effectiveness, working as part of a dynamic PA team, including the provision of cover and support within the team as required.
Requirements of the Role:
- You will be required to be involved in the company performance management process.
- To adhere to, and model the company values, behaviours and competencies at all times.
- To carry out all duties of the post in accordance with Praxis rules, regulations and policies.
- To carry out additional duties of the role and all other required duties as and when necessary.
- The above mentioned duties are not exhaustive and the post holder will be required to carry out other duties as and when necessary.
- It should be noted that stated duties or location associated with the post may change to meet the future needs of the Organisation.
Essential
Personal Assistant to Director/Regional Director | Head Office, Lisburn Road TLNT1_NI in Belfast employer: Praxis Care Group
Praxis Care is an exceptional employer located in the vibrant Lisburn Road area, offering a supportive and inclusive work culture that prioritises employee well-being and professional growth. As a Personal Assistant to the Director, you will benefit from a dynamic team environment, opportunities for skill development, and the chance to contribute meaningfully to strategic projects that make a real difference in the community. With a commitment to equal opportunities and a focus on maintaining a healthy work-life balance, Praxis Care stands out as a rewarding place to build your career.
StudySmarter Expert Advice🤫
We think this is how you could land Personal Assistant to Director/Regional Director | Head Office, Lisburn Road TLNT1_NI in Belfast
✨Tip Number 1
Network like a pro! Reach out to people in your industry, especially those who might know the Director or have insights into the role. A friendly chat can sometimes lead to opportunities that aren’t even advertised.
✨Tip Number 2
Prepare for the interview by researching the company and its projects. Show that you understand their goals and how you can help the Director achieve them. Tailor your answers to highlight your organisational skills and ability to manage competing priorities.
✨Tip Number 3
Practice your communication skills! As a Personal Assistant, you'll need to convey information clearly and professionally. Consider doing mock interviews with friends or using online resources to refine your approach.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re serious about joining the team and ready to support the Director in achieving their strategic objectives.
We think you need these skills to ace Personal Assistant to Director/Regional Director | Head Office, Lisburn Road TLNT1_NI in Belfast
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight how your skills match the specific requirements of the Personal Assistant role. Use keywords from the job description to show that you understand what we're looking for.
Showcase Your Organisation Skills:Since this role is all about managing diaries and coordinating meetings, give examples of how you've successfully handled similar tasks in the past. We want to see your ability to juggle multiple priorities!
Be Professional Yet Personable:While we appreciate professionalism, don’t be afraid to let your personality shine through. A friendly tone can make your application stand out, especially since you'll be the main point of contact for the Director.
Apply Through Our Website:For the best chance of success, make sure to submit your application through our website. This way, we can easily track your application and ensure it gets the attention it deserves!
How to prepare for a job interview at Praxis Care Group
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities, such as managing diaries and coordinating meetings. This will help you demonstrate how your skills align with what the Director needs.
✨Showcase Your Communication Skills
As a Personal Assistant, communication is key. Prepare examples of how you've effectively managed correspondence or resolved queries in previous roles. Be ready to discuss how you would handle sensitive information and maintain confidentiality.
✨Demonstrate Proactive Problem-Solving
Think of situations where you anticipated needs or solved problems before they escalated. Share these examples during the interview to show that you can think ahead and manage competing priorities effectively.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the Director's expectations and the team dynamics. This shows your genuine interest in the role and helps you assess if it's the right fit for you.
