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  • Job reference: RMS0145186

PA

  • Sector: Power & Energy
  • Location: Heysham
  • Job type: Contract
  • Date posted: 21/08/2014
  • Time left:
    d h m s
    (15/09/14)
This vacancy has now expired.
The Company:
Subsidiary of major energy company, operating offshore gas fields and onshore gas processing terminals.

The Role:
JOB PURPOSE:
To provide a full personal assistance to the client management team including, team support during field visits.

Provides a full personal assistant support including word processing, generating standard format letters/reports, producing excel spreadsheets, PowerPoint presentations, filing and retrieval of information from various databases: Central Action Tracking System (CAT), Acrobat, HS&E information, plans and Internet.

Takes notes and types from drafts and manuscripts where terms may be technical or complex; adjusts spelling, punctuation and grammar as appropriate whilst ensuring confidentiality is maintained at all times. Tracks updates to key business material internally and externally that is strictly confidential

Administrates email accounts, controls and assesses all mail, re-routes correspondence where necessary and prepares routine replies to correspondence for approval by Manager.

Screen incoming telephone calls, take messages and where appropriate, answer routine queries.

Organises and facilitates VIP visits to the field, with key interface with external and internal senior personnel to ensure visits are efficiently planned within a timely manner.

Provide administrative support for well defined activities and assembles relevant information from different sources and compiles into appropriate documentation as required.

Manages diary, schedules appointments and co-ordinates travel and accommodation arrangements, produces itineraries which optimise the use of the manager’s time and organises papers and reports to ensure they are in possession of all relevant information when attending internal and external meetings and events.


KEY SUCCESS FACTORS:
Provide an effective and efficient personal assistant service.
Acts as the Managers personal representative on matters of an administrative nature.
Produces reports in a timely manner.

The PA will be responsible for the accuracy and confidentiality of all work and will need to use tact and diplomacy when liaising with internal employees/contractors and external contacts. Whilst receiving direction from the Manager(s) the job holder is expected to use initiative in progressing his/her own work.

Correspondence on many routine matters require the generation of standard letters. However judgement is required to determine what is appropriate and non-routine enquiries and actions require the job holder to exercise discretion in preparing/issuing appropriate responses both verbal and written. Identifies correspondence requiring urgent action so that it can be given due attention by the Regional Director EIS so his/her time can be focused on priorities.

The PA arranges appointments and meetings, and therefore good organisational ability is required along with the ability to communicate with a wide variety of people both internal and external to the Company at all levels.

Whilst receiving direction the job holder will be required to plan his/her own workload and be able to work within defined timescales and be flexible in responding to tight deadlines on occasion.

The job holder will manage his/her team to provide support to the locations Heysham and at Barrow. Developing staff and extending their range of competencies such that they can deliver fully flexible support is an essential requirement. Suitable plans for subordinate staff will need to develop implemented and reviewed.

Essential Skills / Qualifications:
A good GCSE standard of education including Mathematics and English.
Experience in word processing producing a variety reports, letters and memorandums, administrating e-mail accounts and experience of spreadsheets.

Desirable Skills / Qualifications:
Secretarial qualification (RSA III) with good typing speeds.
An in depth understanding of the manager’s role together with the operation of the function as a whole.

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