Job info | Job info details |
---|---|
Job title | PA to Director of Finance |
Strategic team/Directorate | Chief Executive Support |
Service | Governance Support |
Business unit | Governance Support |
Responsible to (day to day issues) | Democratic Services Team Leader |
Accountable to (line manager) | Democratic Services Team Leader |
Salary grade | 12 - 17 |
JE ref | GOV42b |
To provide high quality one to one Personal Assistant support to the Director of Finance to ensure their work is effectively and efficiently supported.
Working with other PA’s, provide seamless cover support to other Directors as needed, including working with the Chief Executive, Director of Pride in Place, Divisional Director for Corporate Services, Divisional Directors within Place, Leader of the Council and Civic Mayor.
To take a proactive role in directly supporting the work of elected members, the Director of Finance and other senior officers as directed by the Democratic Services Team Leader.
To service a range of meetings as required.
To provide wider administrative support for the Governance Support Team when required.
The post will provide a high quality PA support service that allows the Council’s most senior Leaders to carry out their strategic priorities effectively.
The wider team of Elected Members will receive a highly organised and effective service.
The PA pool will run efficiently, providing highly organised cover for each other (where required) to the benefit of Directors and Members.
To contribute towards the effective organisation of decision-making arrangements of the Council to ensure the Council operates in an open and accountable way.
First point of contact and gatekeeper for the Director of Finance, managing their mailbox and diary, ensuring that all meetings are appropriately prepared for and reprioritising their time to ensure they can operate efficiently.
To deal with the full range of queries to the Director of Finance from members of the public, media, organisations and other individuals (for example members, officers and partners) in a prompt, courteous and informative manner, including providing high level instruction and guidance to the public regarding public meetings.
To research and collate information and statistics as required to enable the accurate drafting of briefings, reports, speeches, presentations, documents and correspondence.
To provide support for meetings, booking travel and accommodation or ensuring that visitors are accommodated where necessary.
Responsible for handling highly sensitive and confidential information including confidential employment matters, complaints, Freedom of Information requests, ensuring discretion and diplomacy.
To prepare for and attend committee meetings as directed, ensuring that all paperwork is provided, accommodation and refreshments are organised, accurate minutes are taken and that participants follow the terms of reference.
Exercising judgement and discretion in determining priorities daily and ensuring that all callers/visitors for the Director of Finance receive the highest standards of customer care.
Meeting and greeting visitors at all levels of seniority in a professional friendly manner.
Responsible for accurately transcribing recorded or dictated minutes / information, and compiling relevant documents within a tight deadline when required.
To be responsible for managing, organising and co-ordinating the preparation of large events and conferences, including visits to the organisation from external bodies (e.g. Local Government Association), ensuring that visitors are well accommodated at all times.
Responsible for ensuring that in the absence of the Director, all queries are followed up and responded to.
As directed by a Democratic Services Team Leader, to work flexibly across the Governance Support Team undertaking other duties (e.g. assistance with elections and referendums) as required.
Undertake training commensurate to the post.
Using the Council’s financial system to order goods and services that are requested.
Undertake the raising and payment of invoices in accordance with the Council’s Financial Regulations.
Normal working environment and conditions.
To work outside normal office hours as and when required including evenings (and occasional weekends and Bank Holidays in the event of an emergency or for a pre-planned event where notice will be provided).
Normal physical effort.
Manual handling of equipment (e.g. laptop and projector) and carrying boxes of paper.
IT equipment
Telephone
Scanner
SPAR.net, Issue Manager and FIMS software system
External
Internal
To undertake additional duties as required, commensurate with the level of the job.
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info | Job info details |
---|---|
Job Title | PA to Director of Finance |
Strategic team/Directorate | Chief Executive Support |
Service | Governance Support |
Business unit | Governance Support |
N/A
A broad understanding of local government structures.
Highly proficient working knowledge of Microsoft Office and associated programmes.
An in-depth knowledge of a range of specialist administrative and organisational procedures e.g. production of reports, speeches, letters, presentations, travel arrangements and organisation of meetings and events.
Ability to quickly understand the relevant terms of reference for meetings within the Council’s constitution to ensure that appropriate constitutional advice can be provided to participants.
Full understanding of the role of Personal Assistant.
Knowledge of Issue Manager (or Committee Management System), SPAR.net (or performance monitoring system), FIMS (or financial management) and web site development IT systems.
Knowledge of Freedom of Information Act, GDPR and Political sensitivity issues.
Knowledge of the Directorate and how it supports the overall aims of the organisation.
Demonstrates a commitment to safeguard and promote the welfare of children and young people.
Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
Ability to accommodate unsociable hours.
Ability to carry out the physical requirements of the role (i.e. manual handling).
Ability to accommodate hybrid working e.g. part office based and part home-working.