JOB TITLE:

Personal Assistant to Managing Director

MAIN PURPOSE OF JOB:

To strive to provide an unsurpassed administrative service, by:-

i)          The production of accurate and timely documentation

ii)                   Ensuring that Deacon’s service standards are adhered to

iii)                  Ensuring confidentiality of all MD’s correspondence

RELATIONSHIPS:

a)         Responsible to:              Managing Director

b)         Liaison with:                   All Staff

MAIN TASKS OF JOB:-

1.                   Typing of correspondence for MD and other Senior Managers

2.                   Maintaining MD’s emails and diary & post

3.                   Hotel/travel bookings

4.                   Screening MD Calls

5.                   Answering incoming calls

6.                   Meeting Minutes – taking and distributing

7.                   Booking of Managers Monthly 121’s and 6 month PPD Reviews

8.                   Booking and full organisation of the monthly Staff Meetings

9.                   Creation of Information pack for the monthly Business Review meetings

10.               Assistance in preparing the monthly Quarterly Staff Meeting

11.               Advance booking and informing relevant personnel of Staff and Management meetings

12.               Compilation of the weekly Movement sheet

13.               Assisting in keeping attendance/Sickness/Holiday records

14.               Organising the Oxford House car park & visitors spaces

15.               Arranging payment of relevant quarterly parking permits

16.               Staff Welfare – organisation of relevant prize draws & staff morale

17.               Participation in the Charity Team

18.               Involvement in the Staff Focus Group

19.               Barbon World – collation of information for Central

20.               BCP Plan – ensuring quarterly updates are completed and issued and Test Scenario’s are booked when required

21.               MD Expenses to be completely monthly

22.               Monthly Staff bonuses to be sent to HR

23.               Issue of weekly Deacon Dash

24.               Booking and organising of Christmas Party & Rounder’s evening

25.               Green Goodies – maintenance of logs and purchase of prizes

26.               BOSCA’s – collation of information for central

27.               Deacon Difference – monthly maintenance

28.               Filing

29.               Any other tasks as and when required