This small group of practices in the Leicester area are seeking a Personal Assistant to work closely with the Director
As a personal assistant (PA) you will work closely with the Directors to provide administrative support, usually on a one-to-one basis. You will help them to make the best use of their time by dealing with secretarial and administrative tasks.
A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.
The position is going to be full time, 40 hours per week.
Working hours will generally be between 9am-5pm. However the practices operate from 8am-8pm, 7 days per week, including bank holidays so you may be expected to work within these hours from time to time. It may be necessary to work over time during busy periods or when deadlines are due.
Directors often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.
As a PA, you will often act as the Director’s first point of contact with people from both inside and outside the organisation. Tasks are likely to include:
1. Devising and maintaining office systems, including data management and filing;
2. Arranging travel, visas and accommodation and, occasionally, travelling with the Director to take notes or dictation at meetings or to provide general assistance during presentations;
3. Screening phone calls, enquiries and requests, and handling them when appropriate;
4. Meeting and greeting visitors at all levels of seniority;
5. Organising and maintaining diaries and making appointments;
6. Dealing with incoming email, faxes and post, often corresponding on behalf of the Director;
7. Carrying out background research and presenting findings;
8. Producing documents, briefing papers, reports and presentations;
9. Organising and attending meetings and ensuring the Director is well prepared for meetings;
10. Liaising with clients, suppliers and other staff.
11. Carrying out specific projects and research
12. Taking on some of the Director’s responsibilities and working more closely with management
13. Deputising for the Director, making decisions and delegating work to others in the Director’s absence
14. Being involved in decision-making processes
In addition to relevant experience and secretarial and administrative knowledge, you will need to show evidence of the following:
1. Exceptional written and oral communication skills;
2. Excellent word processing and IT skills, including knowledge of a range of software packages;
3. The ability to work under pressure and to tight deadlines;
4. Good organisational and time management skills;
5. The ability to research, digest, analyse and present material clearly and concisely;
6. Excellent interpersonal skills;
7. The ability to work on your own initiative;
8. Honesty and reliability;
9. Attention to detail;
10. Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
11. Discretion and an understanding of confidentiality issues.
Although this position is open to all, a degree or qualifications in business or management may increase chances. Ideally the practice are looking for somebody with dental knowledge.
Entry without a degree, HND or foundation degree is possible as personal qualities, experience and general office skills are typically considered more important.
GCSE English and mathematics (or equivalent) are standard entry requirements for many positions. A qualification in IT may also be required.
Training takes place mainly on the job.You will work under direct super vision of the Directors.They will provide an induction, lasting a few days, to introduce you to the various areas of the business. They may also provide short courses in areas such as:
1. Word processing and database or spreadsheet software packages;
2. Industry procedures and business protocol;
3. Health and safety;
4. First aid;
5. Shorthand and effective minute taking.
On occasion, you will usually have to do training in your own time and on your own initiative, Although they practice may be willing to pay for relevant courses.It is also possible to undertake part-time study while you are working.
What to expect:
1. There is frequent contact with people, either face-to-face or by phone or email.
2. Travel within a working day, absence from home overnight and overseas work or travel are uncommon but may be required to attend external meetings and conferences or to research facilities. It is preferable if you drive and own a car.
Salary is dependent on experience and to be discussed with the director at interview stage.
The practice are looking for somebody who is very approachable with excellent customer service skills and also somebody who is very organised.
For more information contact Jade and quote reference DEN-48433
Call us on 01332 609318
Email us at [email protected]
View more information at http://www.medicruit.co.uk/dental-position-information/48433