Executive Assistant London, England
Job description
The post holder will provide a high quality, confidential and proactive secretarial and administrative support service to five Heads of Services within the Adult Services Directorate.
The post holder will also provide a financial administration and reconciliation of purchase orders and invoices for these service heads and co-ordinate and produce the appropriate documentation for meetings on behalf of these service heads.
Depending on capacity, they will also provide support for a number of regular projects throughout the year and support to the FOI and Complaints Manager.
The post holder will:
Provide all administrative support for the Heads of Service they support including diary management and meeting scheduling.
Act as the first point of contact for visitors, and provide refreshments as required.
Prepare, produce and communicate responses on behalf of Heads of
Service to internal and external partners, when requested.
Arrange appointments and meetings including the co-ordination of travel arrangements, accommodation, refreshments, attendance of other parties as required.
Coordinate strategic meetings including sending out emails, agendas, correspondence, minutes, action points and other material to a high standard and timely manner and working with others to update any actions points.
Ensure the timely and confidential production of correspondence, reports and other documents, ensuring that appropriate and available information technology is used to present these to a high standard.
Provide routine financial administration support, including setting up suppliers on CedAr or on the service payroll, raising and goods-receipting purchase orders at the request of Head of Services, checking and chasing invoices from suppliers and reconciling and closing purchase orders at the end of the financial year.
Correspond with Central Payments, Supplier management, service managers and suppliers to ensure invoices are paid and purchase orders are reconciled correctly.
Monitor and maintain databases of any ordering / receipting of goods and services.
Provide any financial information about purchases as required.
KNOWLEDGE
The ideal post holder will also have a good working knowledge of:
● Knowledge of the relevant legislation, the policy environment in ASC and the principles of best value.
● A good understanding of the legislation and Council policies covering data protection, information sharing and confidentiality.
Job Types: Full-time, Temp to perm
Contract length: 8 months
Salary: From £20.00 per hour
Experience:
- Customer service: 6 years (required)
- executive support: 5 years (required)
- PA: 4 years (required)
- business support officer: 8 years (required)
- Administrative experience: 8 years (required)
- secretarial: 7 years (required)
Work Location: In person
Reference ID: supercar965927
