Personal Assistant

Responsibilities

Expectations vary by role, the below are examples of ‘core’ PA role requirements:

• Work flexibly within own area and also collaboratively across the FRC as needed
• Proactively manage diaries and co-ordinate meetings with internal and external stakeholders.
• Manage your own and others e-mail and correspondence, including possible sensitive information, as well as delegating to others, where appropriate.
• Co-ordinate and manage internal and external stakeholder meetings/events, ensuring venues/meeting rooms are booked and refreshments ordered where required, making sure all aspects of events run smoothly.
• Proactively track work commitments, including highlighting possible deadlines, and helping to ensure timescales are met
• Prepare and/or format complex documents
• Prepare and/or distribute agendas, presentations and papers for meetings
• Organise travel requirements in line with company travel policy
• Provide support with HR administration tasks e.g. leave and individual performance appraisals in line with FRC policy.
• Prepare expenses and/or invoices on an as needed basis.
• Create and maintain up-to-date key internal and external contacts
• Sharing of knowledge with other teams
• Project management.
• Support with ad hoc admin tasks, e.g. meeting room negotiations
• Provide appropriate liaison between the team(s) and the Directors to make best use of diary time

Knowledge and Experience

• Extensive senior level PA support experience
• Professional and/or financial services background with familiarity with financial acronyms (desirable).
• A good knowledge of the methods and practices of your own work and working knowledge of other methods and practices in the department
• Able to manage complex diaries
• Ability to manage and prioritise a diverse and heavy workload. Good team player with the flexibility to adapt quickly and respond to changing business needs
• High level to attention to detail
• Tactful, diplomatic and highly confidential approach

Qualifications

• Advanced level of IT packages including Outlook, Word, Excel and PowerPoint and a significant understanding of Microsoft Office 365 and Sharepoint.

Work efficiently and effectively, upholding the FRC Values and Behaviours at all times to build and maintain relationships with [adapt list ordering based on role specifics]:

• SGSE Directors and immediate team
• The FRC PA family
• ExCo/Directors
• Other Support staff
• Wider FRC staff
• External stakeholders
• Good communication skills; ability to liaise and take decisions with colleagues and stakeholders at all levels in a confident and professional manner
• Sensitive to confidential information with awareness to the appropriate treatment and with whom it can be shared.
• Ability to multi-task, use initiative and prioritise in order to meet deadlines and work under pressure
• Excellent organisational skills and the ability to work in an efficient, methodical and effective manner
• Delegating Director’s correspondence and requirements to staff where appropriate.
• Cover for other FRC PAs as set out in the Buddying Principles
• Ensuring efficient and effective support to Directors which will enhance achievement of the FRC’s goals and strategy

Please apply by following the link our website https://www.frc.org.uk/frc-for-you/careers and uploading a copy of your CV and covering letter as a single document upload. In the covering letter, please set out, by reference to the person specification above how you meet the required skillset.

• How you meet the required skillset
• confirm that you have the right to work in the UK, and
• tell us where you heard about this job

Rewards and benefits

• The FRC offers remuneration packages, including 30 days annual leave, ability to buy extra leave.
• Generous employer pension contribution of 10%.
• Staff Employee Assistance Programme including confidential counselling and work life services.
• The FRC offers staff the opportunity to save at least 25% on the purchase of a new bike through the Cycle to work scheme.
• The FRC has a strong work/life balance ethos.

The FRC believes that equality of opportunity and diversity is important in the work that we do and we are strongly committed to being an inclusive employer. Our values of being fair and independent supports this commitment. We're a signatory to the Government's Disability Confident scheme, which means that we guarantee an interview to any disabled candidates entering under the scheme, should they meet the minimum criteria for a role.

Equal opportunities monitoring is an important means of demonstrating and implementing our commitment to promoting equality of opportunity and diversity. Completing our diversity form will assist the FRC to identify any barriers that prevent access to employment and career development for certain groups of people, and to develop solutions, such as action plans, new policies and practices.

The role is based in our central Birmingham office. The post holder should be able to work flexibly to support the team’s activities and also provide cover within the FRC as necessary. The FRC operates a hybrid working arrangement with its workforce. The FRC operates a hybrid working arrangement, with a expectation that 40% of a person's working time will be located at one of our offices per week, with precise arrangements to be agreed between the employee and the line manager.