Executive Personal Assistant Manchester, England
Job description
Job: Executive Personal Assistant x3
Salary: £30,151 - £33,820
Hours: 36.25 per week
Contract: Permanent
Location: Greater Manchester Combined Authority, Tootal Building, 54 Oxford Road, Manchester
***Applications made on Indeed will not be shortlisted, please apply via Greater.Jobs***
Your role:
Greater Manchester is one of the most exciting places in the country to work today. It has always been a place of progressive thinking and pioneering ideas. It is at the heart of the devolution journey, a prominent voice for the North and a city region with a clear and ambitious vision to become one of the best places in the world.
Our Business Support Teams provide a vital and pivotal service to the Greater Manchester Combined Authority, including Greater Manchester Fire and Rescue Service, as well as developing close working partnerships with; Transport for Greater Manchester, the Greater Manchester Health and Social Care Partnership team, Greater Manchester councillors, officers and teams across the Greater Manchester districts.
The GMCA is always considering how its supporting functions can be further developed and wants to appoint to the role below of Executive Personal Assistant to work with a wider team of Executive Personal Assistants and Business support staff. The role will work closely with other organisations and teams within and outside of the GMCA such as GM local Authorities, GMP and both the private and the voluntary and community sector.
About you:
We are looking for someone who has an interest and enthusiasm for Greater Manchester and has some awareness of the work of the Mayor and the GMCA.
You will need to be able to demonstrate that you:
· Can liaise with internal and external customer groups and strategic partners, including:
- Senior Managers and staff within GMCA
- Senior Members & Officers from across the GM Local Authorities and other regional and national Local Authorities
- Public Sector Organisations
- Government Departments
- Universities and Higher Education Facilities
- Private sector representatives & Managing Directors from across GM’s private sector and stakeholders/partners.
· PA and general administration experience at a senior level
· To extensively manage computerised diaries on behalf of senior managers
· Managing filing and/or cataloguing systems
· Experience of undertaking desktop research
· Working to deadlines
· Some experience of working in a political environment
· Build positive working relationships with internal and external customer groups and senior strategic partners
· Develop positive relationships with a wide range of external partners, including Local Authorities, Politicians, Regeneration Partnerships, GMP, Government Departments, Universities, Private sector representatives and Voluntary and community sector organisations and groups.
· Produce management information from IT systems and provide a high level of administrative support for the organisation
· Produce agendas for meetings
· Attend and produce the notes and minutes of meetings
· Be flexible in your approach and enthusiastic to work across a range of different teams
You will be keen to develop your knowledge and experience in a fast-moving and exciting environment. Your skills can make a real difference to the work of the GMCA, so join us and we will support you in fulfilling your own potential too.
About us:
As an employer, the Greater Manchester Combined Authority (GMCA) is made up of a number of key Greater Manchester strategic functions and service providers including; Greater Manchester Fire and Rescue Service (GMFRS); Waste and Resources; Environment; Work and Skills; Research; Public Sector Reform; Police, Crime and Criminal Justice; Homelessness; the Greater Manchester Ageing Hub and the Commissioning Hub.
We value the diversity of our employees, and aim to recruit a workforce which reflects our diverse communities across Greater Manchester. We welcome applications from all suitably qualified individuals, irrespective of people's age, disability, Trans status and Non-binary identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We have guidance in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability.
To find out more about working for us please click here: https://www.greatermanchester-ca.gov.uk/
Our offer:
In return for your hard work, we offer our employees a competitive package as part of our offer that you can find out more about here: GMCA offer - Green book.docx
Mandatory Information:
Privacy Notice
Employees on the redeployment register will be given priority for any vacancies in the first instance. If employees are identified as a match from the register then the vacancy may be withdrawn or put on hold pending an outcome.
JOB PURPOSE
To provide Senior Executive Level PA duties and administrative support to members of the Senior Management Team and Chief Executive, Mayor and Deputy Mayor (as required)
KEY RELATIONSHIPS
- To act as the first point of contact for members of the GMCA, Chief Executive Management Team, Senior Leadership Team, Senior Officers. Politicians and key stake holders - directing relevant activities to other members of staff as appropriate via extensive email management, filtering out non-value-added items and dealing with agreed matters
- To provide senior PA and administrative support through comprehensive and effective use of electronic mediums (word processing /spreadsheets/PowerPoint/diary management) to a high standard of accuracy and speed.
2. To receive, open and monitor mail for Senior Managers and deal with outgoing mail including compiling replies to certain letters received for signature by Senior Managers.
3. To extensively manage computerised diaries on behalf of senior managers.
4. To receive, transfer and deal diplomatically with all telephone calls and enquiries as necessary, screening any unnecessary contacts and referring to other members of Senior Managers and other staff where appropriate.
5. To receive visitors on behalf of Senior Managers and to act as an ambassador for the GMCA
6. To arrange travel/accommodation and itineraries including air, rail, car and hotel bookings as required for training, meetings, conferences etc
7. To prepare agenda files and review actions arising in respect of Senior Managers attendance at both internal and external meetings.
8. To organise external and internal visits as required.
9. Generate orders on financial system and liaise with organisations/companies in connection with queries on purchasing and invoicing matters.
10. Arrange and service meetings which fall within the reference of the Senior Managers, including booking accommodation and refreshments, inviting agenda items, preparation of papers and taking minutes.
11. Arrange other meetings and appointments with internal and external attendees.
12. To take notes & minutes at meetings as and when required.
13. Carry out office duties as required including maintenance of stationery stocks for Senior Managers.
14. Utilise the internet for conference bookings and keeping Senior Managers updated on issues of interest.
15. Act as a conduit between members of the Senior Management Team, Directors and Assistant Directors to ensure appropriate information is circulated for action/reference.
16. Provide administrative support as required to Senior Managers.
17. During periods of annual leave, provide senior PA support to the Chief Executive, Mayor and Deputy Mayor as required.
18. To deal as required with enquiries from members of the GMCA and other elected members, key GM stakeholders and residents.
19. To work supportively & collaboratively with other Executive PA’s in the organisation, GMCA & TfGM.
KNOWLEDGE, SKILLS AND EXPERIENCE
Essential skills:
- High level of organisational skills to provide an effective support.
- Able to deal appropriately with sensitive and confidential information and situations
- Excellent written and verbal communication skills
- Good interpersonal skills
- Good ICT skills (MS Outlook, Word, PowerPoint, Excel etc.)
- Numeracy skills
- Confident and professional handling of queries, including dealing appropriately with internal and external senior staff.
- Ability to determine timetables and complex travel schedules
- Ability to prioritise own and other’s work and time, and work with minimal supervision
- Attention to detail
- Line management
- Note taking
Experience:
- PA and general administration experience at a senior level
- Managing filing and/or cataloguing systems
- Experience of undertaking desktop research
- Working to deadlines
- Some experience of working in a political environment
Knowledge:
- Understanding in general terms of the role of elected mayors and combined authorities
Personal style:
- Self-starter
- Friendly, positive and professional manner
- Resilient, able to work to competing deadlines within a busy environment
- Flexibility
- Appreciation of team work
- Customer focused
- Attention to detail and commitment to quality
Corporate Duties
Avoid any behaviour which discriminates against your fellow employees, or potential employees on the grounds of their sex, sexual orientation, marital status, race, religion, creed, colour, nationality, ethnic origin or disability.
Safeguard at all times confidentiality of information relating to staff and pensioners.
Refrain from smoking in any areas of Service premises.
Behave in a manner that ensures the security of property and resources.
Abide by all relevant Service Policies and Procedures.
Records Management/ Data Protection - As an employee of the GMCA, you have a legal responsibility for all records (including employee health, financial, personal and administrative) that you gather or use as part of your work with the Service. The records may be paper, electronic, audio or videotapes. You must consult your manager if you have any doubt as to the correct management of the records with which you work.
Confidentiality and Information Security - As a GMCA employee you are required to uphold the confidentiality of all records held by the GMCA, whether employee records or GMCA information. This duty lasts indefinitely and will continue after you leave the GMCA employment. All employees must maintain confidentiality and abide by the Data Protection Act.
Data Quality - All staff are personally responsiblefor the quality of data entered by themselves, or on their behalf, on GMCAs computerised systems or manual records (paper records) and must ensure that such data is entered accurately and, in a timely manner, to ensure high standards of data quality in accordance with Departmental protocols.
To ensure data is handled in a secure manner protecting the confidentiality of any personal data held in meeting the requirements of the Data Protection Act.
Health and Safety - All employees of GMCA have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable GMCA to meet its own legal duties and to report any circumstances that may compromise the health, safety and welfare of those affected by the Service’s undertakings.
Service Policies - All GMCA employees must observe and adhere to the provisions outlined in these policies.
Equal Opportunities - GMCA provides a range of services and employment opportunities for a diverse population. As a GMCA employee you are expected to treat all employees / partners / members of the public and work colleagues with dignity and respect irrespective of their background
Job Types: Full-time, Permanent
Salary: £30,151.00-£33,820.00 per year
Benefits:
- Company pension
- Work from home
Schedule:
- Monday to Friday
Work Location: In person
Application deadline: 30/06/2023
Reference ID: https://gmcajobs.engageats.co.uk/ViewVacancyV2.aspx?enc=mEgrBL4XQK0+ld8aNkwYmCMpkvbwSA/Pf4OLPoC7DSAVjXt4hzfG4vp3i3JKqvtQwfx3dkAvOPNjdFyqcqv/YB8LqVrMqDJEGSPddn4E/Sa2rHQ9OjndxwEm1abttGi/M9ovBUpvyulk2qKSx/asvg==
