Office Manager/Senior Personal Assistant

Salary: £43,317

1 Purpose of Job Provide senior-level administrative and secretarial support to the Department. Manage the Personal Assistants to oversee daily office operations and coordinate workflow in the Department.
2 Department Outline and Responsibilities Provide senior-level administrative and secretarial support to the DGS T&FS. Manage workflow direction across the T&FS department, delegating tasks to Personal Assistants and overseeing their performance.
3 Duties

Office Manager Duties:

* Establish and maintain central communication processes with Senior Policy Advisor, Officers, and Personal Assistants.
* Manage and coordinate Personal Assistant requirements, including annual leave and absence management.
* Establish and maintain processes for day-to-day workflow management within the Department.
* Support senior policy advisor in enabling office efficiencies and maintaining office procedures.

Senior Personal Assistant Duties:

* Sort and prioritize incoming mail, flagging priority items to the Officer/Policy Advisor.
* Oversee response to telephone calls, emails, and inquiries, ensuring compliance with processes.
* Prepare replies for the Officer's signature, draft responses to major industrial issues.
* Delegate correspondence, prepare documents, briefing papers, reports, and presentations.
* Proofread and issue executive documents, communications, and bulk emails, following processes.
* Draft documents, including Agendas and Minutes, maintain efficient filing systems.
* Manage time and Diary, arrange travel, and accommodation.
* Administer branch forums and consultative committees, negotiate contracts, and manage administration.
* Arrange Conference Calls, video conferencing, webinars, and send out monthly recruitment reports.
* Analyze simple spreadsheets, create graphs, take minutes, authorize general expenses claims.
* Stay updated on industrial priorities, align administrative functions with milestones.
* Support the Officers in managing social media platforms, contribute ideas.
* Assist with campaigns, project work, company conferences, Labour and TUC conferences.
* Administer surveys using survey platforms and questionnaires.

The successful candidate will have...

* Experience coordinating workflow
* Conflict resolution experience
* Have set up and run meetings with PA
* Experience implementing new processes and setting up new systems
* The ability to build and maintain trust with coworkers

If you, or anyone you know, are interested in this position then please contact me on joan.collins@office-angels.com

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