We are looking for an experienced PA to work in Cardiff Bay.
The role is to start asap for 1-2 months initially, but may be extended.
The purpose of the role is to provide day to day support to the team in the following areas of work:
- To provide confidential and comprehensive personal assistance
- To plan workload, manage diary commitments on a day to day basis; recognising priorities, foreseeing potential clashes and dealing with them accordingly, cancelling and rescheduling, giving apologies and dealing with internal and external requests for availability, ensuring efficient and effective use of time
- Manage and deal with correspondence; manage all incoming e-mails, operate effective filing, pending and “Bring Forward” systems, prepare briefing/day/visit folders ensuring these are given to the relevant person ready for any meeting/event/visit she is attending, chase replies to meeting invites/e-mails/availability of staff/copies of minutes/agendas/briefings/papers/actions etc, arrange and booking travel arrangements and organise all logistics for visits/meetings (parking, facilities, refreshments, lunches etc.)
- Support the Committee by carrying out a range of activities such as arranging meetings, preparing agendas, booking rooms, and ensuring the papers are delivered in a timely manner.
- Provide secretarial and administrative support to other members as required including drafting agendas, arranging/circulating papers taking minutes of meetings, and following through actions. Liaise with Wales Audit Office and internal auditors.
- Deal with urgent phone calls, queries and e-mails efficiently - taking ownership of any issues arising and dealing with them
- Draft and send out correspondence including letters, e-mails, holding/acknowledgement replies as required
- Carry out audio and copy typing of correspondence, reports and minutes
KNOWLEDGE, SKILLS AND EXPERIENCE
- Ability and willingness to travel on occasion.
- Flexible in outlook and adaptable to change.
- Shorthand is desirable but not essential.
COMMUNICATION
- Highly developed communication skills both oral and written
- Excellent interpersonal skills – particularly the ability to listen in addition to talking to others at all levels
- The ability to communicate in Welsh verbally and in writing would be an advantage.
MANAGEMENT AND DELIVERY
- Work productively with team members and colleagues across the company to ensure people receive a well co-ordinated Information Service.
- Sufficient drive and pace of work to ensure tasks are completed to agreed budget, timetable and quality standards.
- Support the PA in providing advice and guidance to other members of the admin team in the delivery of their duties.- Excellent attention to detail and accuracy.
AUTONOMY, ANALYSIS & DECISIONS
- Works within defined area of responsibility with minimal supervision.
- Able to prioritise workloads effectively to ensure deadlines are met.
- Able to think on their feet to resolve unexpected problems satisfactorily.
