JOB DESCRIPTION

Post:                Personal Assistant
Location:            Headquarters
Hours:               35 hours per week, however flexibility may be required in accordance
                     with the organisational requirements.
Annual Leave:        37 days
Reports To:          Lead PA/Office Manager

Post Summary
Provide a high standard of administration and secretarial back up to a member of the
Directorate or Regional Director with responsibility for providing back up for another
Personal Assistant, and leadership to an Administrative Assistant.        Part of the
administration team who will work together with the Lead PA/Office Manager to ensure
that work is shared and allocated fairly and efficiently.

Duties and Responsibilities will include but will not be confined to:

      Act as a Personal Assistant to a named Director, providing secretarial and
       administrative support, keeping diary and arranging travel etc.
      Delegating administrative tasks to support administrator and ensuring work is
       prioritised in line with the needs of the function and TRFS in general.
      Where required arranging meetings, co-ordinating agendas and taking minutes.
      With the Lead PA/Office Manager ensuring that work is evenly spread throughout
       the team by informing Lead PA/Office Manager of any spare capacity in own
       section or exceptional administrative demands.
      Managing the performance of and coaching the Support Administrator in
       administrative and office skills and arranging training when required.
      Ensuring files and records are held within function in accordance with the Document
       Retention Policy
      Participating in projects as required
      To act as ‘buddy’ to another member of the PA team providing support to the
       relevant Director during periods of absence or holiday.
      To understand the role of the ‘buddy’ PA’s function.

This job description is not intended to be exhaustive, and the post holder will be expected
to demonstrate flexibility in undertaking additional duties as allocated. No major changes
will be made to this job description without consultation with the post holder.

Dependent upon organisational needs, you may be required to work at other locations.
Should this requirement arise, this will be discussed with you in accordance with the
organisation’s Internal Employees Secondment and Transfer Policy, a copy of which is
available on the Intranet.
Attributes             Essential                               Desirable
Personal Qualities      Good communication skills
                         (Written, Oral, Non Verbal)
                        Initiative
                        Leadership
                        Team working
                        Flexibility
                        Detail Conscious
                        Planning and Organising
                        Enthusiasm
                        Motivation
                        Adaptable
Qualifications          Secretarial / Administration Training  HND / Degree or
Experience              2 – 5 years working as PA              Previous
                                                                 Experience of
                                                                 working at Director
Skills and Abilities,   Highly developed organisational
Applicable to the post   skills
                        Supervisory skills
                        In depth Knowledge of Outlook,
                         PowerPoint, Excel and Word
                        Advanced Secretarial skills
                        Coaching skills, ability to develop
Work Requirements      Meet pre-requisites of job description,
                       competencies and person

I understand and agree to work to the terms as indicated on this job description

Name (Print) ……………………………………….                      Dated ……………………

Signature   ……………………………………….

Please return a copy of your signed job description for retention in your
                                       HR file

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