Team Personal Assistant (Information Technology) 12m Fixed-Term Contract

at  Charles Russell Speechlys

TEAM PERSONAL ASSISTANT (INFORMATION TECHNOLOGY) 12M FIXED-TERM CONTRACT

This is a key role within the IT team and the successful candidate will be providing full, comprehensive support to the Director of IT in all aspects of their work and to the wider IT senior leadership team.
The Team PA must be highly organised and driven, whilst having a strong track record in providing senior level support in an emotional intelligence way. The successful candidate will support the team’s effectiveness by ensuring a highly effective level of administrative support to the team and its clients and will be a focal point of contact for the team, judging priorities and ensuring the delivery of a high level service.
We are looking for an exceptional colleague who is an outstanding professional in their field, someone who is happy to challenge the status quo and has a ‘firm first’ mentality.

Roles and Responsibilities

• Providing an effective administrative service to the Director of IT and the wider team
• Meeting scheduling and extensive diary management
• Providing necessary documentation in a timely, efficient way for internal and external meetings
• Taking minutes of meetings chaired by the Director of IT
• Liaising with internal and external person/s for all meeting logistics including venue, attendance, refreshments and the distribution of materials
• Managing travel including visas and itineraries, where applicable
• Processing invoices, purchase orders and expense claims in a timely manner
• Help prepare and administer IT budgets
• Responding to correspondence via post and email
• Updating IT policies when required
• Assist the Director with writing effective and engaging internal communications
• Answering and transferring telephone calls to the relevant person/team
• Taking ownership and maintaining the IT intranet pages, ensuring content is kept up to date and accurate
• General administration tasks including preparing documents, proof reading and the creation of PDF bundles
• Assisting with ad hoc administration and project tasks
• Attending team meetings to share information and have clarity on future actions
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Skills and experience

• Previous experience in a PA role to senior leadership teams is essential, ideally in a legal environment
• Previous experience in IT is desirable
• A good working knowledge of Microsoft Suite, including Microsoft Outlook, Word, Excel and PowerPoint.

Person specification

• Highly motivated, professional and a great team player
• Accustomed to dealing with people at all levels with tact and diplomacy
• Builds rapport quickly
• Flexible and dependable
• Proactive and demonstrates experience of using initiative and good judgement
• Maintaining confidentiality and discretion at all times
• Great communication skills both written and oral
• Able to adapt to challenging deadlines
• Accurate typing and attention to detail
• Highly organised and efficient
• Flexible to do extra hours where needed

Competencies

• Working together
• Driving high standards
• Integrity and respect
• Personal impact and growth
• Interpersonal skills
• Responsible Business
• Inclusive
• Commercial mindset
• Delivery focus

• Providing an effective administrative service to the Director of IT and the wider team
• Meeting scheduling and extensive diary management
• Providing necessary documentation in a timely, efficient way for internal and external meetings
• Taking minutes of meetings chaired by the Director of IT
• Liaising with internal and external person/s for all meeting logistics including venue, attendance, refreshments and the distribution of materials
• Managing travel including visas and itineraries, where applicable
• Processing invoices, purchase orders and expense claims in a timely manner
• Help prepare and administer IT budgets
• Responding to correspondence via post and email
• Updating IT policies when required
• Assist the Director with writing effective and engaging internal communications
• Answering and transferring telephone calls to the relevant person/team
• Taking ownership and maintaining the IT intranet pages, ensuring content is kept up to date and accurate
• General administration tasks including preparing documents, proof reading and the creation of PDF bundles
• Assisting with ad hoc administration and project tasks
• Attending team meetings to share information and have clarity on future actions
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles