Personal Assistant FTC 6 Months - MOD Lyneham

Job Purpose We are currently recruiting for a Personal Assistant on a 6 months fixed term contract, based in MOD Lyneham. You will be required to provide the Head of Establishment and other nominated Senior Officers with all business, clerical, admin and management support To support the Head of Establishment and other nominated Senior Officers to deliver their required outputs to successfully deliver against the establishments mission statement and expected training targets To provide an extremely high level of executive assistance and support to enable the Head of Establishment and other nominated Senior Officer to fulfill and deliver all professional expectations and goals to reflect the commitment to the establishments mission statement Responsibilities The roles and responsibilities of the Personal Assistant to the Head of Establishment and other nominated Senior Officers include: Advice and and assistance on matters of information, correspondence management and secretarial practice Co-ordination of staff correspondence, orders and memorandum required to ensure the effective management of the Establishment Processing and/or drafting correspondence that requires release under the Head of Establishment/ nominated senior officer’s signature Arranging for correspondence to be signed by the Head of Establishment/ nominated Senior Officer Releasing signals in accordance with the guidelines contained in local orders Assisting with the production of presentations Co-ordinating the Head of Establishment’s/ nominated Senior Officers’ official programme (including official hospitality) including: 1) producing the daily programme 2) liaising with the official staff residence manager; 3) managing the Establishment’s official diary 4) arranging meetings as required (making the necessary travel and accommodation arrangements in accordance with current JSPs and MOD Policy Rules and Guidance (PRG)) Co-coordinating and preparing appropriate briefing materials; Taking telephone messages; Greeting visitors and arranging refreshments for visitors in accordance with JSP 915; Maintaining the high standard of appearance of the Head of Establishment’s/ nominated Senior Officers’ offices; Arranging alternate cover for Personal Assistants Supporting the management of the official entertainment budget, co-coordinating function costs, submitting of approvals and claims with supporting invoices Programme joining and leaving routines with the Head of Establishment/ nominated Senior Officer as appropriate including distributing joining letters Reminding the Head of Establishment / nominated Senior Officer of important tasks and deadlines Typing, compiling and preparing reports, presentations and correspondence Managing databases, filing systems and other IT systems Implementing and maintaining procedures/administrative systems Liaising with staff, suppliers and clients Collating and filing expenses Conducting research on behalf of the Head of Establishment / nominated Senior Officer Knowledge Skills & Experience Good track record of delivering high quality personal assistance and administration support to senior management level and ability to work unsupervised using own initiative Excellent organisational skills and experience of working to tight deadlines Strong interpersonal verbal and written communication skills Full working knowledge of MS Office applications (ECDL qualification desirable) Innovative with a flexible approach to accommodate changing requirements and priorities Good customer facing skills and the ability to develop close working relationships with the highest degree of integrity Good all round standard of education (5 GCSE Grade C or relevant qualification at NVQ Level 3/Diploma) Person Confident and credible communicator, loyal, dynamic and professional with good judgement and a high degree of integrity and discretion. Pro-active and persuasive when required and responsive to changing needs of the business and demands of the customer, while remaining calm under pressure and self motivated. Versatile, reliable and well presented, giving a positive image of Interserve company values. Additional Information MOD SC-level security clearance and Right to Work in the UK essential Requirement to work 37.5 hours per week (Mon to Fri) during core hours and flexibly when required Required to wear approved company work wear