Senior Administrator / PA - Ryde Town Council
Job Posted: 22 April 2024
- Contract Term: Temporary
- Location: Ryde, Isle of Wight
- Contract Type: Part time
- Salary: £14.45 per hour
- Industries: Administration
Job Start Date: As soon as possible
Temporary 3 month contract.
27 hours per week Monday – Thursday 9am - 2.30pm Fridays 9am – 2pm
Closing date for applications Tuesday 7th May 2024
Ryde Town Council needs an experienced personal assistant to support the Town Clerk and Senior Officers in this period of rapid growth.
We’re looking for someone proactive, with strong communication and analytical skills, to fill this role. The personal assistant will offer comprehensive support in all areas of business, including communications, administration, project management, and Councillor liaison.
Objectives of this role
· Offer comprehensive assistance to senior staff.
· Maintain clear communication channels throughout the office.
· Provide administrative support as needed in coordination with support staff.
· Assist with project management, keeping the team on track to meet key goals.
· Coordinate activities of a small team to ensure organised and efficient workflow.
Duties
· Manage Senior Officers calendars to accurately assess availability.
· Process the Clerk’s correspondence and redirect where necessary. Monitor correspondence for key updates and respond to inquiries.
· Assist with special projects as required.
· Arrange travel and accommodations for the Clerk and other officers when necessary.
· Communicate in the office with all members of staff to ensure coordination.
· To arrange and book meetings. Ensure accurate invitations are sent and book internal and external meeting space where necessary.
· Prepare and collate meeting papers, including background reports, minutes and agendas.
· Undertake contract procurement and contract management as instructed by the Clerk, inline with Council rules and policies.
· Provide general administration support to the Council when requested.
· To work with the Town Clerk and elected members and to work collaboratively with the local authority and local Town and Parish Councils, to develop Council Services.
· To have due regard for your own health and safety and that of any colleagues who may be employed and the general public and to bring to the attention of the Council without delay any matters which may be prejudicial to health and safety best practices and policies.
· To liaise with, review, monitor and manage council contractors as required.
- To establish and maintain good working relationships with Councillors, employees. Voluntary groups, churches, community organisations, Local authorities and other relevant agencies
- Represent the Council, at meetings with key stakeholders and positively promote the Council within the local community to ensure its continued presence in local affairs
- To support the Mayor and Councillors at civic events
·
Skills and qualifications
· Excellent verbal and written communications skills.
· Experience working alongside others and offering support to achieve shared goals.
· Experience in a local authority or other professional setting.
· Ability to handle multiple tasks while properly prioritising urgent and high-impact work.
· Ability to think proactively and show initiative.
· Ability to exercise discretion with sensitive information.
Any other duties as required and in-line with the level of the role.
Essential - E Desirable - D
Essential Qualifications
Level III Business Admin or equivalent work experience. D
Full UK Driving Licence. E
Maths / English GCSE D
Experience/ Personal Qualities
· Familiarity with common office software such as Microsoft Word, Excel and Microsoft Teams. E
· Expert proofreading and editing skills. E
· Experience working in a local authority or similar institution. E
· Self-starter E
· Strong problem-solving ability E
· Strong project management ability D
· Comfortable working with Councillors, management and other official agencies. D
· Clear concise communicator. E
To apply please send your CV and a covering letter stating how much notice you need to give in your current position to [email protected] or by post to 10 Lind St Ryde IW PO33 2NG.
Only shortlisted candidates will be contacted, if we have not been in contact within 2 weeks of your application then please consider your application unsuccessful on this ocassion.
We reserve the right to close the vacancy early if we receive a high volume of suitable applicants.
