At a Glance
- Tasks: Provide executive support to the Director and Deputy Director, managing priorities and coordinating meetings.
- Company: Join Sodexo, a leader in creating safe and progressive environments.
- Benefits: Enjoy competitive salary, wellbeing support, discounts, and career development opportunities.
- Other info: Be part of a team focused on rehabilitation and personal development.
- Why this job: Make a real impact while developing your skills in a dynamic environment.
- Qualifications: Experience as a Personal Assistant with strong organisational and communication skills.
The predicted salary is between 37000 - 37000 £ per year.
Location: HMP Northumberland, NE65 9XG
Contract: Full Time, Permanent
Salary: Up to £37,000 per annum plus Sodexo benefits
Hours: 37.5 hours per week, Monday to Friday
About the Role
We are seeking a highly organised, professional and proactive Personal Assistant to provide confidential executive support to the Director and Deputy Director. This is a pivotal role that supports the effective delivery of strategic priorities, ensuring the smooth running of the Director's Office while maintaining the highest standards of professionalism, discretion and integrity. Working closely with the Senior Leadership Team, you will be responsible for managing competing priorities, coordinating key meetings and events, supporting stakeholder engagement and ensuring the efficient operation of the office. This role requires exceptional organisational skills, sound judgement and the ability to thrive in a fast-paced and dynamic environment.
Key Responsibilities
- Executive Support and Office Management: Provide comprehensive, confidential executive and administrative support to the Director and Deputy Director, ensuring the effective management of priorities, correspondence, communications and day-to-day office operations. Manage complex diaries, balancing competing demands and coordinating meetings, appointments, visits, travel and accommodation arrangements. Anticipate the needs of the Director and Deputy Director, exercising initiative and sound judgement to support strategic and operational priorities.
- Meeting, Event and Visitor Coordination: Plan, organise and coordinate meetings, events, visits and stakeholder engagements, including the preparation of agendas, briefing materials, presentations and supporting documentation. Attend meetings as required, producing accurate minutes, action logs and summary notes. Coordinate high-profile visits and ensure a professional, well-organised visitor experience that reflects the standards of the establishment and Sodexo.
- Stakeholder Engagement and Communication: Act as a professional point of contact for internal and external stakeholders, managing communications on behalf of the Director and Deputy Director with discretion and professionalism. Build and maintain effective working relationships with colleagues, partners and external organisations, positively representing the Director's Office and the wider Senior Leadership Team.
- Governance, Compliance and Record Management: Maintain accurate, confidential records and filing systems, ensuring compliance with organisational, statutory and regulatory requirements. Support governance activities, including confidential access complaints, vetting processes and the maintenance of management information. Ensure the Management Suite is maintained to appropriate professional and safety standards, promoting Sodexo's Zero Harm culture and compliance obligations.
- Strategic and Operational Support: Support the Director and Deputy Director in delivering strategic priorities and organisational objectives, remaining flexible and responsive to changing business needs. Contribute to the effective planning and organisation of establishment activities, meetings and key events, ensuring priorities are delivered efficiently and professionally. Act as a trusted representative of the Director and Deputy Director, demonstrating integrity, confidentiality and professionalism at all times.
What We're Looking For
Essential:
- Previous experience in a Personal Assistant, Executive Assistant or similar administrative support role.
- Proven experience managing complex diaries and coordinating multiple priorities.
- Excellent organisational and time management skills.
- Strong written and verbal communication skills.
- High levels of discretion and confidentiality.
- Exceptional attention to detail and accuracy.
- Advanced IT skills, including Microsoft Outlook, Word, Excel, PowerPoint and Teams.
- Strong interpersonal skills with the ability to build effective relationships with a range of stakeholders.
- Ability to work independently, use initiative and adapt to changing priorities.
- A commitment to Sodexo's values and behaviours.
Desirable:
- Experience of planning and coordinating events.
- Previous line management experience.
- Level 3 qualification in Business Administration or an equivalent qualification.
- Shorthand and/or touch typing skills.
- Experience working within a secure, regulated or public sector environment.
What Success Looks Like
In this role, you will:
- Ensure the Director and Deputy Director are supported effectively through proactive diary and priority management.
- Deliver well-organised meetings, visits and events that enhance the reputation of the establishment.
- Build positive relationships with internal and external stakeholders.
- Maintain the highest standards of confidentiality, professionalism and integrity.
- Promote a positive safety culture and support the delivery of strategic objectives.
- Act as a professional ambassador for the Director's Office and the wider Senior Leadership Team.
About Sodexo Careers
Sodexo’s vision for HMP Forest Bank & HMP Altcourse is to create and maintain a safe, stable, and progressive environment with modern facilities dedicated to reducing re-offending and enabling individuals to fulfil their potential. Every aspect of the prison is designed to help prisoners make meaningful progress in their sentence and personal development goals within a culture focused on rehabilitation.
We also offer a range of perks, rewards and benefits for our colleagues and their families:
- Unlimited access to an online platform offering wellbeing support
- An extensive Employee Assistance Programme to help with everyday issues or life's larger problems, including legal and financial advice, support with work or personal issues impacting your wellbeing
- Access to a 24hr virtual GP Service
- Sodexo Discounts Scheme, offering great deals 24/7 across popular big-brand retailers
- Save for your future by becoming a member of the Pension Plan
- Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools
- Bike to Work Scheme to help colleagues to do their bit for the environment whilst keeping fit
- Sodexo UK and Ireland's enhanced benefits and leave policies
Personal Assistant employer: Sodexo Group
Sodexo is an exceptional employer, offering a supportive and dynamic work environment at HMP Northumberland, where the role of Personal Assistant is pivotal in driving strategic priorities. With a strong focus on employee wellbeing, professional development, and a culture of integrity, Sodexo provides comprehensive benefits including access to wellbeing support, a virtual GP service, and opportunities for career growth, making it an ideal place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Personal Assistant
✨Join HR Networks
Get involved in HR-specific communities, like the Chartered Institute of Personnel and Development (CIPD) and local HR meetups. This is a fantastic way to connect with industry professionals and learn about job openings before they even hit job boards!
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We think you need these skills to ace Personal Assistant
Some tips for your application 🫡
Show Off Your HR Skills:When you’re crafting your CV, make sure you highlight specific HR skills that are relevant to the role at Sodexo Group. Include any experience with recruitment processes, employee relations, or performance management, and don’t forget to mention your familiarity with HR software or tools that could give you an edge.
Tailor Your Cover Letter:Your cover letter is your chance to shine, so tailor it to Sodexo Group and the specific HR role. Highlight your passion for people management and how your unique approach can help foster a positive workplace culture. Be sure to sprinkle in examples from your past experiences that illustrate your problem-solving abilities and interpersonal skills.
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Align with Company Culture:Make sure your application speaks to Sodexo Group's values and culture. Research the company and align your experiences or values with what they stand for. This will show them that you're not only a fit for the role but also for the overall vibe of the team and organisation.
How to prepare for a job interview at Sodexo Group
✨Brush Up on HR Best Practices
As you're diving into human resources, it’s crucial to be well-versed in the latest HR practices and legislation. Get familiar with key topics like employee engagement, talent acquisition, and diversity initiatives, as these could easily pop up in your interview with Sodexo Group.
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A full-time HR role at Sodexo Group will require strong interpersonal skills. Prepare to share stories that demonstrate how you’ve successfully navigated conflicts or supported team members in past experiences. Authenticity goes a long way in this field.
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Being up to speed with current HR trends, like remote working protocols or mental health initiatives, can set you apart. Be ready to discuss how these trends could impact Sodexo Group and how you would contribute to adapting HR strategies.
