Divisonal Personal Assistant

Shepherd Stubbs
£23000 - £25000/annum Fantastic benefits and free parkin
23 Jul 2017
22 Aug 2017
Contract Type
Full Time
PA, Medical Systems Division (Maternity Cover)
Contract Duration: 10 months (with possibility of being extended, dependent on length of employees maternity leave)

Salary: Up to £25,000 per annum, dependent on experience.
Benefits: Pension (6% Employer Contribution, 3% Employee Contribution), Life Assurance, 22 days holiday per annum (+ Bank holidays).

Candidate Requirements:
- Previous PA experience (ability to ‘hit the ground running’)
- Experienced in booking flights and accommodation
- Highly organised
- Strong written and verbal communication skills
- Ability to work autonomously (as the General Manager is mainly field based)
- Flexible approach to hours and duties.
- Proactive with high levels of integrity
- Strong interpersonal skills.
- Strong Microsoft Office skills (Word, Excel, Powerpoint)

• Provide support to division regarding travel & accommodation arrangements (including overseas visitors)
• Attend and minute meetings as required by Medical Systems Division management team
• Complete all correspondence as directed by and on behalf of General Manager
• Create, amend, format presentations as required by General Manager
• Create, update and amend spreadsheet information on behalf of General Manager
• Schedule and assist in management of appointments on behalf of the management team
• Maintain divisional calendars and schedules
• Complete internal/external forms on behalf of Medical Systems SBU under guidance of General Manager
• Control and order stationery requirements
• Provide administrative and compilation support during tender process
• Provide back up support to the marketing team such as:
o event logistics coordination
o hospitality arrangements
o promotional mailshots,
• Provide point of contact services to customers and visitors of Medical Systems SBU:
o Meeting room and facilities arrangements
o ‘meet and greet’ responsibilities
o Fielding calls for divisional staff
• Assist in recording and reporting of divisional absence/holiday through ADP Freedom system and internal processes
• Complete any necessary customer correspondence as required by management team


C. Key competencies

• Strong communication skills.
• Understand the best means of communication for each circumstance (meeting, phone call, email, letter etc) and understand which individuals and organisations are to be included in communications.

• Excellent numeracy and literacy skills, including high level of spelling and grammatical accuracy.
• Advanced level of MS Office experience – Word, Excel, Powerpoint
• Excellent customer focus (internal and external stakeholders) and attention to detail
• Driven to meeting deadlines and working as a team player
• Proactive, articulate, honest with high level integrity
• Ability to prioritise and complete tasks on time / in the most cost effective way
• A flexible approach to duties and hours