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Personal Assistant

Up to £13.75 per hour
Glasgow
< JOB LISTING

Job description

We have a current opportunity for a Personal Assistant with a Public Sector client on a temporary basis. The position will be based in Glasgow and has an hourly rate of £13.75ph.

Key Responsibilities

  • Proactive management of Deputy Director's diaries, effectively dealing with diary clashes and attending diary meetings to understand the Deputy Director's and team's priorities
  • Deal with incoming emails, correspondence, letters, briefing papers etc and flag urgent items
  • Arrange all travel and process expenses
  • Work collaboratively with other PAs, providing cover as necessary
  • Processing of invoices and monitoring of budgets as required

Key Outputs and Deliverables

  • Prioritise, monitor and control all incoming and outgoing papers, e-mails and documents, taking action as and when appropriate.
  • Following up issues across the directorate and with colleagues in other directorates.
  • Assist with the coordination & logistical arrangements for hosting large stakeholder meetings and events, in conjunction with the relevant leads.
  • Preparation of accurate and relevant materials for meetings.
  • Preparation of itineraries and meeting packs including maps, travel details and key contacts where required.
  • Effective liaison with staff and external contacts.
  • Acting as secretary for all meetings as required for the Deputy Directors, typing of action points, memos, letters and emails and preparing presentations as required.
  • Monitor team budget and deal with invoice authorisation, liaising with Finance on logging and payment of bills.
  • Booking travel tickets, conferences and processing of expenses for Deputy Director and the team.
  • Any project work that may be required by the teams.
  • Cover for other PAs within the Directorate as requested.
  • Provide administrative and management support to the relevant management teams and policy teams.
  • Responsibility for coordinating material for new starters amongst the relevant team and creating new joiner and leaver requests for the teams and raising new joiner and leaver requests.
  • Develop and maintain a log of learning and development training undertaken by the teams and a skills audit.
  • Make best use of the companies technology and ways of working in arranging meetings and supporting the teams.

Essential Skills:

  • Proven record of providing effective PA support to Deputy Director level or equivalent
  • Demonstration of complex diary management, events co-ordination and travel arrangements
  • Excellent organisational skills with proven ability to identify priorities in workload
  • Good interpersonal and networking skills with the ability to communicate with staff and industry contacts at all levels
  • Highly proficient with MS Office (Word, Excel, PowerPoint), MS Outlook and document management (ideally One Note)
  • Proactive and able to work with minimum supervision
  • Demonstrable ability to work as part of a team

Desirable Skills:

  • Basic budget/finance skills

Please apply below, if you think your skills match this role.

Morgan Hunt is a multi-award-winning recruitment Business for interim, contract and temporary recruitment and acts as an Employment Agency in relation to temporary vacancies. Morgan Hunt is an equal opportunities employer, job suitability are assessed on merit in accordance with their skills, qualifications and abilities to perform the relevant duties required in a particular role.

Contact

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Jaymilee McKechnie
Business Manager
Government Recruitment Team
Glasgow
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