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Personal Assistant

Reference No:
£20,989 per annum
Industry Sector:
Public Sector
Permanent – Full Time
Date posted:
12 January 2018
Expiry date:
12 February 2018
Job Role:

Company Description

We are proudly representing our public sector client based in Newcastle for their search for a Personal Assistant. They now have an immediate requirement to recruit for a temporary assignment to start as soon as possible for 12 months.

Job Specification

The Role

  • Manage the electronic diaries to ensure that urgent and/or important appointments are given priority and efficient use is made of time. This includes liaising with relevant staff and external contacts to avoid potential clashes of arrangements and using initiative to re-prioritise changing commitments.
  • Act as a first point of contact, receiving, screening and prioritising all incoming telephone calls, e-mails and correspondence, drafting responses where appropriate, answering routine correspondence and re-routing those not requiring the attention. This ensures that correspondence is dealt with efficiently and urgent matters are dealt with promptly, including in the absence.
  • Provide support with their work. This includes preparation of reports, letters, proposals, presentations etc. using advanced office technology applications and assisting with effective gathering, collation and dissemination of data and statistics.
  • Arrange travel, including visits to outside organisations which may be regional or national so that the most efficient use is made of time and cost, and are able to conduct their business without necessary inconvenience.
  • Communicate and co-ordinate instructions with various other parties internally and externally. To provide and obtain information from others.
  • Undertake general administrative activities to support and ensure the smooth operation of the office such as: generation of letters and correspondence, photocopying, filing, maintenance of notice-boards and spreadsheets of information and costs, maintenance of office equipment, monitoring and reporting building defects, ordering catering and other goods and services and organising deliveries, etc.
  • Service committees and meetings as directed by the Office Manager and/or requested by Finance and Planning staff. This will include booking rooms, booking equipment, ordering refreshments/catering, booking parking spaces, arranging portering assistance, photocopying and distributing packs of papers, etc. Support will also include taking minutes at various meetings and subsequently producing a clear written record of the proceedings and actions.
  • Update the Finance and Planning internal web pages as directed by the Office Manager to ensure that the information contained is kept as up to date and accurate as possible.
  • Assist the Office Manager with Human Resource processes and procedures as directed. This may include assistance with sickness procedures, making the arrangements for new starters, calculating annual leave entitlement, administering the recruitment process, writing referrals to Occupational Health, managing day to day Health and Safety issues, etc.
  • Sort and distribute incoming mail for all Finance and Planning staff; forwarding any mail incorrectly addressed; arranging for packages/letters to be sent by courier. 

The Person

  • Educated to GCSE Level or equivalent
  • Excellent level of literacy and numeracy, GCSE Grade C and above (or equivalent) in Maths and English
  • Excellent demonstrable IT skills including use of Microsoft Office software
  • Ability to communicate clearly and effectively both orally and in writing
  • Excellent organisational skills
  • Ability to manage own workload under pressure with minimal supervision and to work to deadlines
  • Ability to pay close attention to detail and deliver work accurately
  • Good problem solving skills with the ability to use own initiative
  • Proven interpersonal skills including ability to work well with difficult people
  • Good telephone manner
  • Ability to take and produce accurate minutes at a range of meetings
  • Experience of working flexibly as part of a team but also independently with minimal supervision
  • Proven ability to quickly learn and use new systems and processes
  • Proven ability to apply relevant policies and procedures to your work
  • Experience of administrative work in a busy office environment
  • Experience of dealing with a wide range of people
  • Experience of managing a variety of tasks
  • Experience of maintaining a filing system
  • Experience of arranging and administering meetings
  • Be able to demonstrate an understanding of confidentiality issues and keep own counsel
  • Displays a positive can do attitude
  • Willing to seek help when required
  • Able to interact confidently with senior colleagues
  • Creative, energetic, enthusiastic and self-motivated
  • Keen to learn and develop self through a variety of tasks 

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