PA TO DIRECTOR MAIN DUTIES AND RESPONSIBILITIES: · Personal Assistant to manage the Director’s very busy schedule andto maintain the Director's computerised diary and daily pending systems so that the Director has:- o accurate up-to-date information on upcoming appointments and time critical matters that need to be dealt with; on three month forward programme of meetings and events covering relevant commitments in the diaries of the Lord Mayor and the Chairman of Policy and Resources; o time for preparing submissions and memos so that conflicting demands on his time can be prioritised effectively. The Personal Assistant will prepare for EDCOG fortnightly meetings including arranging venues and booking refreshments, collating and distributing minutes, collating agenda items and distribution of agenda items prior to meetings. · To chase outstanding actions arising from EDCOG, other meetings and memos in a systematic way. · To organise monthly Economic Development Team Meetings, including arranging guest speakers at meetings, collating and distributing bullet points and agenda before meetings and drafting records of team meetings. · To Commission and collate bi-monthly Economic Development progress reports for P&R Committee, subject to Director’s approval. · To filter and prioritise incoming telephone calls and e-mails in order to avoid unnecessary interruptions. · Personal Assistant to sort the Director’s mail by ED area, marking up time sensitive papers. · To arrange meetings & visits, book venues and refreshments, produce and distribute agendas/working papers. · To provide a high quality, accurate word processing and audio typing service. · To liaise with members of the Team on the following up progress of projects and objectives, particularly when target dates are approaching so that projects are kept on track and objectives achieved. · To maintain an up to date list of key contacts made. · To co-ordinate and assemble Committee papers for which the Director is responsible. · To update and maintain an efficient filing system for the Director so that data can be accessed quickly and easily. · To respond to requests for information via phone, letter and the Corporation web-site. · To undertake data input onto the Corporation's Client Management System. ·The Personal Assistant will provide administrative assistance to the Office Manager so that work is not unduly delayed, and to deputise for this post in the Manager’s absence. · To carry out duties of the DSE Risk Assessor for the staff in the Economic Development office. · Any other duties which may reasonably be required and which are commensurate with the grading of the post. Hours: 9.15am – 5.00pm Holiday:23 days (unless continuous Public Authority service applies)
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