Personal Assistant to Director

Job Introduction

HMP Peterborough are currently recruiting for a Personal Assistant.

You will provide an efficient, effective and professional administrative support service to the Director and Deputy Director, or other members of the Senior Management Team as agreed.

You will be involved in the Directorate of the Prison business activities including, organising travel itineraries, managing diaries, email accounts, all visitors, liaising with other departments and will have delegated responsibility for some departmental administration, e.g.  recording and monitoring absence, personnel records. 

This is a key role supporting Sodexo Justice Services at a senior level interfacing directly with senior managers, Justice Executive team and clients in addition to exposure to confidential information which will require considerable use of judgment, discretion, tact and diplomacy.

Role Responsibility

• The provision of administrative expertise, managing all forms of correspondence such as post, email, and faxes and taking minutes and dictation in meetings for recording and communication purposes.
• Responsible for drafting reports, notices, typing letters, documents and memos.
• Produce and update Excel spreadsheets and manage databases.
• Produce presentations using Power Point as required.
• Arrange travel and accommodation for the Director and Deputy Director
• Accountable for coordinating the establishment meetings schedule and room bookings.
• Responsible for the management of electronic and paper files.
• Complete Senior Management administration e.g. expenses, collation of Duty Manager rota and collation of Directorate holiday.
• Co-ordinate meetings and any conferences as requested.
• Line manage two staff in the Switchboard and Post Room, including staff PDRs, bi-laterals and ensuring appropriate cover during annual leave.
• Coordinate the formal investigation system, including drafting Terms of Reference, supporting meetings as needed and managing recommendations.
• Greeting clients and guests.

The Ideal Candidate

• Demonstrable experience of working in a similar role at a comparable level in a company.
• Advanced knowledge of the following packages: MS Office (Word, Power Point, Excel, Outlook).
• An understanding of the requirements and implications of working for a Prison Director.
• Organised and methodical, able to multi task and plan and prioritise work accordingly and under pressure.
• Responsive to short notice changes / priorities.
• Articulate and thorough, showing attention to detail.
• Effective communicator both orally and in writing.
• Demonstrates good inter-personal skills and develops relationships based on mutual respect and professionalism.
• Pro-active, demonstrating initiative and anticipates needs.
• Constantly raises the standard and quality of work, benchmarking against best practice.
• Demonstrates discretion and ability to deal with confidential issues.

Desirable

• Understanding of Justice Service’s segment/client/business.

Contextual or other information

• Travel - some travel may be required to attend meetings and events requiring overnight stays.
• Flexibility – flexibility on work schedule will be required at times

Package Description

£23176.14 per annum, benefits including pension, 20 days holiday plus bank holidays, free meals and onsite parking, subsidised Gym and numerous group discounts

About the Company

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process.

Sodexo and our clients are committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland.

Please note all roles within Sodexo Justice are subject to security and recruitment checks which may include a Social Media Check. You will also be asked to provide 3 years’ worth of references and request employment history details from the HMRC.