Personal Assistant in Clydebank

Venesky-Brown’s client, a public sector organisation in Clydebank, is currently looking to recruit a Personal Assistant for an initial 3 month contract (with possible extension) on a rate of £16.80/hour PAYE – working 37 hours per week.

This role will be based in Clydebank.

Responsibilities

• As an integral part of the directorate management team, to lead the efficient and effective running of the Division Office’ to ensure that all enquiries are dealt with in timeously and with the provision of relevant and meaningful information.
• Deal effectively with enquiries, in person, by telephone or email using own initiative to take action or redirect queries as appropriate.
• To assist the Deputy Directors of Operations on a day-to-day basis including diary management (& prioritisation of appointments) & organise and coordinate matters arising from meetings/appointments and arrange further meetings if appropriate.
• Diary management and essential PA duties to the Divisional Director of Operations
• Co-ordinate and participate in key meetings for the team including from initial planning, collating agenda items, taking minutes, taking appropriate follow-up action as required.
• To maintain an effective bring-forward system and maintain effective filing systems.
• To receive and dispatch post, linking any previous or appropriate correspondence. To deal with any post as necessary.
• To support the Divisional Directors of Operations in the development of reports, tables, spreadsheets and other documentation as required.
• To co-ordinate and organise annual appraisals and job planning for the consultant medical staff on behalf of the Divisional Director of Operations /Deputy Director of Operations / Associate medical director
• In close liaison with the Team Leader Divisional Administrator ensuring that robust administrative processes are developed and implemented.
• To maintain, review and implement operational policies and procedures related to administration services in the division.
• To co-ordinate the non-capital bids for equipping, following up bids and communicating outcomes or follow up actions.
• In close liaison with the Team Leader Divisional Administrator and Divisional Management ensure that robust administrative processes are developed and implemented to record absence for all Staff within the Division.
• Responsible for maintaining the divisional SSTS - collate, record and submit each month the time/absence for staff, managing the divisional SSTS records.
• To circulate all relevant information pertaining to service provision to all clinical staff as required.
• Monitor and order stationery/office equipment for the Directorate.
• Carry out routine activities and non –routine activities with a freedom to act without supervision.
• The post holder must be contactable throughout the day.

Essential Skills

• Educated to diploma level or equivalent level of knowledge
• Competent in the use of information technology and use of Microsoft packages especially Excel / word and Microsoft teams.
• Previous experience in a similar role, preferably working with clinical and non- clinical staff.
• Extensive minute taking.
• Complex Diary Management
• Ability to undertake all aspects of administration support and organisational skills, including the ability to develop and maintain manual and electronic filing systems.
• Ability to handle sensitive and confidential information
• Ability to make decisions based on the importance of each meeting
• Ability to handle sensitive and confidential information
• Ability to priorities your own workload and ability to work on own initiative and as part of a team
• Excellent interpersonal and communication skills demonstrating diplomacy and tact.
• Demonstrate excellent communication and organisational skills, exercising discretion, tact and diplomacy at all times

Desirable Skills

• Working knowledge and understanding of Shorthand

If you would like to hear more about this opportunity please get in touch.