Personal Assistant to the Director Peterborough, England
Job description
HMP Peterborough are currently recruiting for a Personal Assistant.
You will provide an efficient, effective and professional administrative support service to the Director and Deputy Director, or other members of the Senior Management Team as agreed.
You will be involved in the Directorate of the Prison business activities including, organising travel itineraries, managing diaries, email accounts, all visitors, liaising with other departments and will have delegated responsibility for some departmental administration, e.g. recording and monitoring absence, personnel records.
This is a key role supporting Sodexo Justice Services at a senior level interfacing directly with senior managers, Justice Executive team and clients in addition to exposure to confidential information which will require considerable use of judgment, discretion, tact and diplomacy.
Main Responsibilities- Handling and responding to all correspondence including phone calls, emails, and letters
- Scheduling appointments for organising diary entries
- Setting reminders for meetings, appointment, and other important tasks
- Making travel and hotel arrangements
- Planning events including conferences, workshops, seminars, and other events
- Taking notes in meetings, preparing minutes, and distributing the final version to all participants
- Preparing expense reports
- Maintaining an effective, secure filing systems and any associated databases
- Liaising with other members employees and external parties
- Responsible for all administrative duties as required by the Prison Director, ensuring the function is run efficiently and cost effectively when performing work as required and planned
- To work closely and collaboratively with colleagues in other areas to ensure the safe and smooth running of the prison.
- Build relationships with key internal and external stakeholders
- To participate in training as required to keep up to date with all mandatory and refresher training
- Ensure the Prison Directors & Deputy Directors administration requirements are met and exceeded where possible
- Ensure the smooth management of the Prison Director, and Deputy Directors diary and activities
- Able to proficiently operate relevant IT applications
- Experience of working under pressure and to deadlines
- Able to manage competing work priorities
- Excellent attention to detail and accuracy
- Excellent organisational and people management skills
- Be able to demonstrate excellent interpersonal skills
- Flexible approach
- Strong communication skills
- Committed to personal development
- Discretion, tact, diplomacy and confidentiality
At Sodexo, our purpose is to create a better everyday for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services.
Please note all roles within Sodexo Justice are subject to security and recruitment checks which may include a Social Media Check. You will also be asked to provide 5 years’ worth of references and request employment history details from the HMRC.
Package DescriptionSalary: £25,500-£28,000 per annum (depending on experience)
Working Hours: 37.5 hours per week (this is a site based role that will be required to cover core business hours)
Sodexo offers the best range of employee benefits on the market. From discounts that reduce the cost of the weekly shop, to exclusive deals on holidays and keeping active. Our award-winning employee benefits platform offers everything YOU need to make life that little bit better every day.
- Eligible for BlueLight discounts
- Free meals and parking on site
- Health and wellbeing incentives
- Training and development opportunities
- Reward and Recognition schemes
- Volunteering days
- Cycle to work scheme
- Life Assurance
We're all about building a workplace for the future, we believe in equal opportunities, and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be natural, and be the best versions of themselves. We recognise that we’re on a journey with regards to diversity and inclusion and would therefore welcome applications from candidates from underrepresented backgrounds.
Post holders will be subjected a prison security check (SC level) prior to being employed.
