Temporary Team Support Specialist – PA (Admin and Clerical)

Reference no: Oxfordshire 5221751

Pay Rate: £14.38 per hour PAYE

Basic DBS required for this role

Hybrid role - This role requires 2 days each week working in the office. The other days can be working from home.

A Team Support Specialist is needed to support several senior leaders in our directorate, and you will be part of a team of PAs.

To provide a high level of support to the Deputy Directors in their Leadership role ensuring that relevant support is always provided.

Key responsibilities:

• Providing a high level of support to the Deputy Directors in their Leadership role, showing a broad understanding of their pressures and demands and the wider organisation (including partner agencies) in which they operate
• Developing a network of internal and external contacts to enable effective horizon scanning and awareness of significant influences on the Directorate.
• Supporting the Deputy Directors in the performance of their duties by being proactive, anticipating their needs and relieving them of administrative duties, showing initiative and working with minimum supervision.
• Work as a team, enabling the Extended Leadership Team to function smoothly, proactively, and professionally.
• Screen all correspondence to ensure contact is correctly prioritised and referred to other officers as appropriate
• Ensure an effective logging, monitoring, and tracking system enables completion of deadlines to be met on correspondence, tasks and preparation for forthcoming meetings.
• Track and chase responses from delegated tasks to ensure all matters are dealt with efficiently and effectively.
• Deal with any complaints referred to the Director or Deputy Directors, to include commissioning information/ drafting replies to ensure response.
• Producing correspondence and reports etc. using MS Office
• Managing diaries, arranging meetings and seminars including taking minutes where appropriate and preparing papers for meetings.
• Provide a professional first point of contact for staff, visitors, and the public, ensuring excellent levels of customer service always.
• Assist with processing of financial tasks including e-procurement and receipting of goods.
• Handle sensitive information in a confidential and tactful manner, including high level case work.
• Understand the core business of the Directorate and contribute to its development and delivery through the Director’s Office demonstrating appropriate political awareness when dealing with enquiries from MPs and Members.

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:

Experience:

• A Levels or equivalent qualification(s) with English and Maths at GCE level (or equivalent standard of education) or comparable ability.
• Proven experience and track record of successfully providing personal administration in a senior support role.
• Experience of using MS Office, i.e., Word, Excel, PowerPoint, Outlook including electronic diary management to an advanced level.

Skills/Technical skills:

• Flexible attitude and able to handle change effectively.
• Able to find solutions and use own initiative.
• The ability to use a keyboard with a high level of precision and speed.
• The ability to work under a high degree of pressure including meeting unpredictable deadlines and dealing with conflicting demands.
• Methodical and organised approach to tasks, with an eye for detail.
• The ability to make frequent decisions and exercise initiative independently.

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.