HQ Job Description (JD)
Band 4
Directorate: Generic
Job Description: Director’s Personal Assistant
Document Ref.
HQ-JES-2530 Director’s Personal Assistant v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
27 October 2020
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES-2530 Director’s Personal Assistant v2.0
Job Description
Job Title
Director’s Personal Assistant
Directorate
Generic
Band
4
Overview of the job
This is an administrative role managing the Director’s diary, providing general
administrative support and office co-ordination as required.
Summary
The post holder is required to provide daily diary management and general
administrative support to the Director in a high pressure environment. This
necessitates the ability to prioritise meetings and manage the diary in the most
efficient and practical way.
Significant interaction is required with internal and external stakeholders.
The post holder is also required to prepare meeting papers along with other general
administrative tasks such as taking minutes, typing and photocopying.
The post holder will be active in managing correspondence, undertaking project
work and preparing information for bi-laterals.
The post-holder will deal with sensitive material on a regular basis, a high level of
discretion and judgement is required.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Reviews emails and either replies on behalf of the Director or prioritises for
action either by reference to the sender, the content and/or dates for
responses.
? Works with colleagues to progress or chase actions delegated to and from the
Director to ensure they are addressed and responded to in a timely manner.
? Maintains daily contact with the Director to ensure that he/she is briefed fully
on any events/issues which may arise in their absence.
? Act as a key contact in the office for general enquiries, ‘signposting’ queries to
other functions/individuals where appropriate.
? Organises meetings on behalf of the Director.
? Works with counterparts in other offices both within and external to HMPPS to
co-ordinate diary arrangements often within tight time-constraints and
conflicting priorities for dates, times and locations.
? Makes all travel/accommodation arrangements on behalf of the Director.
? Ensures that all diary arrangements are scheduled accurately and that the
Director is made aware of any changes to the agreed schedule in a timely
manner.
? Compiles details of agenda, attendees and papers required for meetings in a
timely manner.
? Receives visitors on behalf of the Director.
? May be required to attend meetings and take minutes and subsequently
maintain an action log.
? Ensures that documents prepared and sent out on behalf of the Director reflect
HMPPS standards of formatting and presentation.
? Maintains all paper filling, ensuring compliance with archiving and retention
policies.
? Monitors establishments’ stability and risks reporting any issues to the Head of
the Director’s office/Business Manager and Director.
HQ-JES-2530 Director’s Personal Assistant v2.0
? Assists with the development of the strategy/business plan for the directorate.
? Collate and prepare bi-laterals and summarise information ensuring any
subsequent actions are carried out.
? Manage office facilities.
? Act as a point of contact for procedural HR related matters.
The duties/responsibilities listed above describe the post as it is at present and is not
intended to be exhaustive. The job holder is expected to accept reasonable
alterations and additional tasks of a similar level that may be necessary. Significant
adjustments may require re-examination under the Job Evaluation Scheme and shall
be discussed in the first instance with the job holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium
of English or (where specified in Wales) Welsh.
Behaviours
? Changing and Improving
? Making Effective Decisions
? Managing a Quality Service
? Working Together
? Delivering at Pace
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Ability
? Extremely well organised.
? Good communication and stakeholder engagement skills.
? Advanced skills in MS Office applications especially Word and Excel.
Experience
? Desirable: Experience of setting up and using tools to track progress of work.
Technical
Minimum Eligibility
Please do not alter this box
? All candidates are subject to security and identity checks prior to taking up post.
? All external candidates are subject to 6 months’ probation. Internal candidates are
subject to probation if they have not already served a probationary period within
HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
37 hours per week.
(Unsocial Hours)
Allowances
HQ-JES-2530 Director’s Personal Assistant v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Extremely well organised.
Desirable: Experience of setting up
and using tools to track progress of
work.
Making Effective Decisions
Good communication and
stakeholder engagement
skills.
Managing a Quality Service
Advanced skills in MS Office
applications especially Word
and Excel.
Working Together
Delivering at Pace
HQ-JES-2530 Director’s Personal Assistant v2.0