Personal Assistant to Directors (part time)

Location
London (Central), London (Greater)
Salary
Salary £27,000 pro-rata
Posted
02 Aug 2018
Closes
03 Sep 2018
Contract Type
Permanent

Job title - Personal Assistant to Directors

Reports to  - Directors

Term - Permanent (part-time 0.5 FTE)

Job purpose

To assist and support the Directors in their contribution to the leadership and management of UK Anti-Doping. Overall responsibility to provide first class clerical and administrative support.

Key result areas

Diary Management

  • Conserves Directors’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications
  • Maintains Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel (home and abroad)

Administration

  • Prepares reports by collecting and analysing information and production of PowerPoint presentations for external and internal conferences/meetings
  • Welcomes guests and contacts by greeting them, in person or on the telephone; answering or directing inquiries
  • Maintains stakeholder confidence and protects operations by keeping information confidential
  • Prioritising the work load for the Directors, collating information and chasing up late returns, distribution of documentation and correspondence to other directorates and senior staff
  • Proof reads documents drafted by Directors
  • Regular maintenance and updating of Directors’ electronic and manual filing systems
  • Manage Directors expense claims - prepare/submit for authorisation through internal electronic expenses system
  • Screening and prioritising of all post, dealing with all telephone enquiries and liaising with all staff at all levels on the production of documents for the Directors
  • Taking minutes at meetings of the Athlete and Innovation Commissions and other meetings and distributing these to meeting attendees
  • Support for internal meetings that Directors may Chair

Relationships

  • Liaison with high level external personnel from stakeholders

Executive Secretariat

  • Deputising for the Executive Assistant to the Chair and Chief Executive during their absence

Key internal and external contacts

  • UK Anti-Doping colleagues
  • Directors Team
  • Internal contacts of all levels
  • Face to face and telephone contact with people from sport, government and media
  • External suppliers

Person specification

Qualifications/experience/knowledge

  • A level or equivalent secretarial qualification
  • Proven experience in Personal Assistant role at similar level
  • Highly IT literate
  • Minimum typing speed: 60wpm
  • Experience of taking and producing meeting minutes
  • Experience of preparing documentation and coordinating the appropriate administration attached to meetings
  • Experience of managing and working to administrative processes and procedures in a fast paced, high profile environment
  • Demonstrable experience of handling confidential and sensitive information

Skills

  • Strong organisational skills and the ability to meet deadlines
  • Strong communication skills, excellent writing and spelling with attention to detail, clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message
  • Originating action to improve existing conditions and processes; using appropriate methods to identify opportunities, implement solutions, and measure impact
  • Maintain high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed
  • Establishing courses of action for self and others to ensure that work is completed efficiently
  • Taking prompt action to accomplish objectives; acting to achieve goals beyond what is required; being proactive
  • Knows and understands the mission and values; operates daily within the values; understands and can explain how their role contributes to the purpose; gives input to discussion and feedback within the values

Additional information

Working hours are 18 hours a week although flexibility is required in order to ensure core objectives are achieved.

This job specification should not be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in light of the changing needs of the organisation.

 

How to Apply

To apply please download and completeUK Anti-Doping Application Form along with an Equal Opportunities Form outlining how you meet the person specification, please specify your preferred days/hours on the application form and submit the application form via the apply button below.

Please note CVs and/or cover letters will not be accepted.

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