PA-IR Secretary

Job Description

Job Category : Sec / Admin
Location :Guildhall, Hull City Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £14.16

As the gateway to the AD OD & HR, to provide a professional, proactive and responsive PA/Secretary role to the AD and management team of OD/HR setting the tone for engagement with the service. To provide an administrative service to the Policy, Projects and Industrial Relations Team including support for job evaluation and provision of management information.

The post holder will work to ensure all management needs are met efficiently and effectively, which will require them to effectively use their own judgement and initiative, proactively identifying priorities for the AD and making sure that the wider management team is kept fully informed as to progress.

Anticipate future needs of OD & HR AD responding fully and efficiently to enable them to be more effective in their role. Work with the AD to prioritise meetings, calls and workload, using their judgement and initiative to provide responses and advice for consideration. Proactively forward plan, manage the AD diary to avoid clashes, raising issues promptly and supporting the AD to enable them to be well organised and prepared for meetings.
Provide background information for all key meetings sufficiently in advance to ensure that they are effectively prepared and can use the meeting to progress the OD/HR agenda; this information is to form part of a complete day file that is accessible and timely.
Oversee the progress of issues being dealt with by the AD, ensuring they are prioritised and effectively responded to in a way that is consistent with the council’s strategic priorities
Provide support to the Policy, Projects and Industrial Relations Team relating to the administration of the job evaluation schemes as directed and on any wider administration required. Delivers quality, easily accessible management information that meets the needs of customers and the wider OD/HR service.
Undertake specific projects under the guidance from the Assistant Director for example support for Team Hull Awards, staff networks etc. Use full range of technology available.
To provide financial and admin support to the OD/HR Management Team as required e.g., raising purchase orders and processing invoices, minute taking etc.
First point of contact and responsibility for responding and/or seeking resolution and co-ordinating responses to complaints, queries and requests from a wide range of stakeholders including elected members and MP’s, exercising appropriate judgement and diplomacy and ensuring timely responses are received.
To take opportunities for self-development to aid the improved functioning of the service, also working with other PA’s to establish modern, fit for purpose systems.
To take a lead role in managing the corporate industrial relations framework, e.g. SACM/CJCNC meetings, agenda setting meetings and providing secretariat support. Liaising with TU colleagues and management to ensure a smooth and efficient functioning of the Industrial Relations.
Assist in advancing the use of technology to support HR e.g. recruit, ERP/HCM-, web based information, process enhancements and contribute to the development of the OD & HR team plan. Develop and apply information technology to convey and or extract information e.g. sickness absence reporting, to support the service and identify any service area specific interventions, initiatives and requirements.
Liaise with internal staff and external agencies to obtain and research, analyse and collate often complex, conflicting, confidential and controversial information and present findings to the Assistant Director. Support the requirements of the Assistant Director through the provision of minute taking as required at various meetings.
The Health and Safety at Work etc. Act 1974 and associated legislation places responsibilities for health and safety on Hull City Council, as your employer and you as an employee of the council. In addition to the Councils overall duties, the post holder has personal responsibility for their own health, safety and wellbeing and that of other employees; additional and more specific responsibilities are identified in the Council’s Corporate H&S policy.

1. Qualifications
NVQ Level 3 Business Administration or equivalent level of experience
Office 365 suite
2. Relevant Experience:
Significant experience of providing PA support to officers in a complex and fast-moving office, including examples of anticipating and dealing with issues and effective diary management
Evidence of identifying and resolving critical and conflicting issues and demands
Examples of establishing and maintaining information management and effective admin systems including SharePoint and Microsoft Teams channels
Evidence of using Microsoft tools to provide efficiencies within the role
Experience of delivering minutes and other written materials that are correct the first time (showing therefore an understanding of the subject, and preparation for the meeting etc.)
Experience in undertaking research projects and presentation of findings
3. Skills (including thinking challenge/mental demands):
Excellent literacy, numeracy and IT skills
Excellent organisational and prioritisation skills, able to work effectively with minimal supervision to meet challenging objectives and deadlines
Highly developed analytical and research skills to undertake research and investigation and the compilation of briefings, summaries, synopsis and abstracts
Ability to deal with, often complex and major, telephone personal and written enquiries/complaints
Ability to work accurately to deadlines with attention to detail
4. Knowledge:
Developed understanding of a broad range of office systems and IT solutions including knowledge of Microsoft suite
Broad understanding of the strategic and corporate issues affecting and influencing the Council
Broad knowledge of sources of research information both from within and outside the Council
5. Interpersonal/Communication Skills:
Verbal Skills
Ability to establish professional, effective working relationships with a range of partners/colleagues
Exceptional communication and interpersonal skills including negotiation, influencing and consensus-building skills. Good networking and relationship-building skills
Ability to respond positively and function effectively under pressure, prioritising tasks and maintaining a professional image
Ability to work at a senior level and form a good working relationship at all levels elected members and partners
Written Skills
Excellent written and oral communication skills
Ability to produce high quality written notes, letters and email responses that are appropriate, timely and accurate