Personal Assistant to the Senior Traffic Commissioner and Chief Operating Officer - ref. z10749503
Do you have experience of providing administrative support?
Are you someone with excellent time management skills?
Can you be highly organised and responsive to changing demands?
If so, we’d love to hear from you!
As a The Personal Assistant to the Senior Traffic Commissioner (STC) and Chief Operating Officer (COO) will deliver a high quality professional secretarial service for the STC and COO.
The role involves closely working with Traffic Commissioners and Senior Leaders within DVSA, DfT and its agencies, other Government Departments, and devolved governments in Scotland and Wales.
It is a demanding, varied, and interesting role and requires someone who is flexible and responsive. They must possess integrity and understand the need for, and exercise discretion and confidentiality.
Responsibilities include, but are not limited to:
- Pro-active management of STC and COO’s emails, responding to requests, escalating issues, prioritising work, cascading information, and tracking deadlines. Flagging of urgent and priority items and bringing these to their attention.
- Pro-active management of STC and COO’s diaries engaging with internal and external stakeholders. Ensuring that reminder for actions and responses, to enable management of priorities and clashes are highlighted and diaries are kept up to date.
- Identifying and monitoring actions ensuring updates are sought and documented prior to meetings or as required.
- Arrange regular and ad hoc meetings using relevant IT systems to reduce travel and time commitments.
- Ensure that all minutes, papers, and correspondence are available for meetings at least twenty-four hours in advance.
- Discuss, and book travel arrangements providing briefings and organising facilities and overnight accommodation for attendees where applicable providing all documents, as required.
- File management, setting up and maintaining folders on shared drives, and organising access to files and folders held elsewhere.
- Dealing with post, phone calls and e-mails promptly; sending/giving appropriate replies as needed, identifying what can be delegated and forwarding to relevant member of staff. Track all important correspondence and bring to the attention of the managers where a reply is outstanding and becoming urgent
Please see the Candidate Pack attached to this job advert for more information about the role and responsibilities.