Office Manager & Personal Assistant

Job description

Job responsibilities

• Manage Directors electronic diary, assessing priority of appointments and reallocation as necessary.
• Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Directors office systems, including data management and filing.
• Maintain records of Directors contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Directors responsibility chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for management and operational meetings, including production/distribution of agenda and papers.
• Meet and greet visitors at all levels of seniority.
• Supervise incoming/outgoing mail.
• Any other duties as may reasonably be required by the Director.
• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing letters and reports, documents, and presentations.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities and organising scheduled events and arranging refreshments, if required.
• Office management ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.

Essential Criteria:

• Excellent written and communication skills.
• Strong attention to detail and focus on accuracy.
• Proactive and positive self-starter.
• Excellent teamwork skills.
• Well-organised with good time management skills
• Right to work in the UK.
• Please note wedo not offer UK VISA Sponsorships.

Confidentiality:

It is a condition of employment that staff will only disclose information obtained in their duties if those entitled to receive it. The post holder must ensure that the confidentiality of personal data remains secure regarding the Data Protection Act and that relevant company policies are adhered to.

Equal Opportunities:

Prometheus is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race, and disability. All staff must comply with current legislation, company policies and national guidelines for good practice.

Conduct:

All staff members must conduct themselves and represent the company responsibly, complying with all policies and procedures.

Health & Safety:

Staff must ensure they are familiar with the Health & Safety at Work Act (1974) requirements and the company's policies /codes of practice applicable to the workplace.

Safeguarding:

Every staff member is responsible for being aware of and following the relevant national and local policy in safeguarding children and vulnerable adults.

Training /Education:

All staff are responsible for participating in regular appraisals with senior management and identifying the post's performance standards.

Our Mission:

To exceed expectations and set new standards.

Our Values:

Professional, Approachable, Caring and Compassionate.

Company benefits:

• Employee Assistant Program
• Enhanced holiday 33 days including bank holidays.
• Free on-site parking at all bases
• Enrolment to companys pension scheme (The People Pension)
• Enhanced maternity and paternity pay
• CSP after two years
• Compassionate leave
• £20 Eye test voucher
• Life Assurance (Death in service)
• 1 hour lunch break
• Free Tea & Coffee

Prometheus aims to create and encourage an environment committed to promoting equality and diversity, working inclusively, and valuing the differences individuals can bring to the workplace. We uphold these principles in our organisational values and behaviours towards each other and our patients. We welcome applications irrespective of age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexuality, or other personal circumstances.

Person Specification

Experience

Essential

• Experienced Personal Assistant at senior management level.
• Experience of electronic diary management.

Desirable

• Experience in a similar supporting role.

Qualifications

Essential

• GCSE grade A to C in English and Math's or equivalent.

Desirable

• Educated to degree level or equivalent.

Knowledge and Skills

Essential

• Skills: Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the Company.
• Ability to organise and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible, pro-active approach to work including the ability to priorities and re-priorities.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
• Communication Skills:
• Excellent interpersonal and customer service skills
• Excellent communication skills - verbal, written, IT, presentation
• Ability to communicate at all levels both internally within the organisation and externally outside of the organisation.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Prometheus Safe and Secure

Address

Unit 603, Fort Dunlop

Fort Parkway

Birmingham

West Midlands

B24 9FD

Employer's website

https://www.psecure.co.uk/ (Opens in a new tab)