Executive Personal Assistant Portsmouth, South East England, England
Job description
Who are Fair Ways and what do we stand for?
Fair Ways is a great place to work. We are a team. We care about each other and are all committed to making a change to the lives of the young people and service users in our care. We will not apologise for calling our staff great, the best or world-class. Our staff are at the core of our organisation and we celebrate them by shouting it from the rooftops!
Where and when do we need you?
Due to retirement of the current post holder, we have an exciting opportunity for an organised and confident individual with strong administration skills and excellent attention to detail to be the Personal Assistant (PA) to the Managing Director (MD). The MD has operational oversight of around 400 staff, 200 young people and families and 17 services across the South of England, Wales and Bath. This role will work closely with the MD, organising and supporting his daily, weekly and quarterly diary and workload. The role is required to uphold confidentiality and trustworthiness at all times and be able to work independently. You will have responsibility to ensure all administrative tasks are completed, which will include, but are not limited to, formatting documents, booking board meetings and taking minutes, managing yours and the MD’s emails, diary coordination, reporting and report analysis, creating of company correspondence and proof-reading as well as ensuring all financial information is recorded correctly and to support in credit card purchases. There will be a full three-month handover from the existing PA to help support you settling into the role and understand the demands, pressures and responsibilities needed for this unique and rewarding opportunity.
This role will be 37.5 hours per week (part-time will be considered) and will be a hybrid position working from home and from our central support office in Portsmouth.
All candidates must have a full driving license and have access to the use of a car. Successful candidates will be required to provide an enhanced Disclosure (DBS). This Disclosure cost will be met by Fair Ways.
Basic Job Responsibilities:
- To co-ordinate the diary and workload of the Managing Director as required, including board meetings, producing and circulating agendas and relevant papers prior to meetings, taking and distributing minutes and completing delegated action points.
- To work collaboratively with Directors, Senior Management and wider external stakeholders.
- Multiple report analysis, highlighting key points and actions. Conduct research on specific subjects / issues as required.
- Creating reports, letters and e-mails to a professional standard.
- To screen calls, enquiries and requests and deal with them if appropriate.
- To work on specific projects relating to current or future operations activity.
- To monitor and report on Key Performance Indicators (KPI’s) for operations services and Directors.
- Assist in the management of the MD’s expenses and to support in credit card purchases.
- Assist in the management of Directors’ supervisions and appraisals, contracts, mileage claims and annual leave requests.
Applicants will ideally possess the following personal skills:
- Proven competent level of administration and co-ordination, with experience of board meeting recording and follow-up.
- Good standard of general IT skills and experience of using Microsoft 365. (Including Word, Teams, Excel, PowerPoint & SharePoint).
- Problem-solving skills and the confidence to implement problem-solving strategies under own initiative.
- Be accurate, have good attention for detail and able to multi-task in an organised, methodical manner.
- Ability to work independently, time manage own workload effectively, with a flexible approach to the task and resilience under pressure.
- Demonstrate excellent communication skills, verbal, non-verbal and written.
- To have a high standard of written English, and ability to edit and proof-read, along with excellent communication skills, verbal, non-verbal and written.
Desirable…. but not Essential
Whilst we value the knowledge and understanding that experience and qualifications can bring, we also know that some of our best people have come to us from unrelated backgrounds. These people already held our core values at heart, and with the dedication of our amazing in-house training and development team, we have supported the rest!
- Previous experience of working in a similar role.
- A Level 5 qualification in Personal Assistance or equivalent.
Let us look after you!
Looking after our employees is important to us, and whilst our culture is central to our identity, we also offer a great set of benefits to ensure we are striving to provide the best support to our employees available in the sector.
- Free Staff Lotteries (including prizes such as £1000 holiday vouchers, weekends away, theatre breaks, luxury hampers and vouchers)
- Holiday Accrual Scheme (an extra 3 days at 3 years’ service) and additional Holiday Purchase (up to 5 days)
- Health Shield (Health cash plan)
- Employee Assistance Scheme (Application-based emergency financial assistance for employees)
- Education Grant – (funding up to master’s level accreditation)
- Wellbeing Initiatives - Team Building Days, Summer Festival, Wellbeing boxes
- Employee Assistance Programme (24/7 counselling service)
- High Street discount platform, discounted Gym Membership
- Cycle to Work Scheme
- Leadership Courses
- Annual Staff Awards / Long Service Awards
- Eligibility for a Blue Light Card
- £250 Refer a Foster Carer Scheme
Find your happy place – We can’t wait to meet you!
Apply today and be a PART of something amazing - we encourage a diverse workforce and welcome applications from all communities.
Job Type: Full-time
Salary: £29,536.00-£37,104.00 per year
Benefits:
- Additional leave
- Bereavement leave
- Canteen
- Casual dress
- Company events
- Cycle to work scheme
- Employee discount
- Employee mentoring programme
- Free parking
- On-site parking
- Shuttle service provided
- Sick pay
- Transport links
- Wellness programme
- Work from home
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Portsmouth: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Portsmouth
