Temporary Personal Assistant to the General Secretary

Temporary Personal Assistant to the General Secretary (12 week assignment)

Hours: 9am - 5pm
Working Pattern: Monday, Tuesday & Friday in office
Start Date: ASAP
Pay: £25.62 per hour + holiday pay
Equipment: All necessary equipment provided

Role Overview

This temporary position provides high level administrative and organisational support to the General Secretary and the Executive Officer to the General Secretary. The role requires excellent communication skills, strong attention to detail, and the ability to manage a varied workload in a fast paced union environment.

Key Responsibilities Communication & Correspondence

• Handle incoming and outgoing mail, emails, and telephone calls.
• Manage enquiries, queries, and complaints, ensuring they are directed to the appropriate staff or department.
• Draft and respond to correspondence on behalf of the department.
• Proofread documents to ensure accuracy and clarity.

Diary & Meeting Management

• Maintain and update the appointments diary.
• Arrange meetings with staff, members, and external contacts.
• Book meeting rooms and organise required facilities.
• Make travel and accommodation arrangements as needed.

Meeting & Committee Support

• Prepare documentation for meetings, committees, conferences, and seminars.
• Collate and distribute agendas and papers.
• Respond to enquiries relating to meetings and events.
• Record attendance and take minutes, capturing decisions and actions.
• Distribute agreed minutes and follow up on outcomes as directed.

Administrative & Data Management

• Set up and maintain filing systems, both electronic and paper based.
• Create spreadsheets and handle data for reporting and information purposes.
• Maintain and update departmental contact databases.
• Keep accurate attendance records for the departmental team.
• Assist with surveys, data collection, and formatting results.
• Support information gathering and checking for departmental projects.

Finance & Procurement

• Maintain departmental expense records in line with financial policies.
• Place orders and process invoices within delegated authority and financial procedures.

Teamwork & Professional Development

• Work collaboratively with colleagues across the department.
• Promote equality, diversity, and inclusive practice in all aspects of work.
• Identify personal training needs and report them to the Head of Department.
• Undertake any other reasonable duties as required.