Job Introduction
Location: HMP Northumberland, NE65 9XG
Contract: Full Time, Permanent
Salary: Up to £37,000 per annum plus Sodexo benefits
Hours: 37.5 hours per week, Monday to Friday
Personal Assistant to the Director and Deputy Director
About the Role
We are seeking a highly organised, professional and proactive Personal Assistant to provide confidential executive support to the Director and Deputy Director. This is a pivotal role that supports the effective delivery of strategic priorities, ensuring the smooth running of the Director's Office while maintaining the highest standards of professionalism, discretion and integrity.
Working closely with the Senior Leadership Team, you will be responsible for managing competing priorities, coordinating key meetings and events, supporting stakeholder engagement and ensuring the efficient operation of the office. This role requires exceptional organisational skills, sound judgement and the ability to thrive in a fast-paced and dynamic environment.
Key Responsibilities
Executive Support and Office Management
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Provide comprehensive, confidential executive and administrative support to the Director and Deputy Director, ensuring the effective management of priorities, correspondence, communications and day-to-day office operations.
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Manage complex diaries, balancing competing demands and coordinating meetings, appointments, visits, travel and accommodation arrangements.
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Anticipate the needs of the Director and Deputy Director, exercising initiative and sound judgement to support strategic and operational priorities.
Meeting, Event and Visitor Coordination
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Plan, organise and coordinate meetings, events, visits and stakeholder engagements, including the preparation of agendas, briefing materials, presentations and supporting documentation.
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Attend meetings as required, producing accurate minutes, action logs and summary notes.
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Coordinate high-profile visits and ensure a professional, well-organised visitor experience that reflects the standards of the establishment and Sodexo.
Stakeholder Engagement and Communication
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Act as a professional point of contact for internal and external stakeholders, managing communications on behalf of the Director and Deputy Director with discretion and professionalism.
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Build and maintain effective working relationships with colleagues, partners and external organisations, positively representing the Director's Office and the wider Senior Leadership Team.
Governance, Compliance and Record Management
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Maintain accurate, confidential records and filing systems, ensuring compliance with organisational, statutory and regulatory requirements.
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Support governance activities, including confidential access complaints, vetting processes and the maintenance of management information.
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Ensure the Management Suite is maintained to appropriate professional and safety standards, promoting Sodexo's Zero Harm culture and compliance obligations.
Strategic and Operational Support
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Support the Director and Deputy Director in delivering strategic priorities and organisational objectives, remaining flexible and responsive to changing business needs.
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Contribute to the effective planning and organisation of establishment activities, meetings and key events, ensuring priorities are delivered efficiently and professionally.
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Act as a trusted representative of the Director and Deputy Director, demonstrating integrity, confidentiality and professionalism at all times.
What We're Looking For
Essential
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Previous experience in a Personal Assistant, Executive Assistant or similar administrative support role.
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Proven experience managing complex diaries and coordinating multiple priorities.
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Excellent organisational and time management skills.
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Strong written and verbal communication skills.
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High levels of discretion and confidentiality.
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Exceptional attention to detail and accuracy.
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Advanced IT skills, including Microsoft Outlook, Word, Excel, PowerPoint and Teams.
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Strong interpersonal skills with the ability to build effective relationships with a range of stakeholders.
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Ability to work independently, use initiative and adapt to changing priorities.
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A commitment to Sodexo's values and behaviours.
Desirable
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Experience of planning and coordinating events.
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Previous line management experience.
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Level 3 qualification in Business Administration or an equivalent qualification.
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Shorthand and/or touch typing skills.
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Experience working within a secure, regulated or public sector environment.
What Success Looks Like
In this role, you will:
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Ensure the Director and Deputy Director are supported effectively through proactive diary and priority management.
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Deliver well-organised meetings, visits and events that enhance the reputation of the establishment.
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Build positive relationships with internal and external stakeholders.
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Maintain the highest standards of confidentiality, professionalism and integrity.
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Promote a positive safety culture and support the delivery of strategic objectives.
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Act as a professional ambassador for the Director's Office and the wider Senior Leadership Team.
About Sodexo Careers
Sodexo’s vision for HMP Forest Bank & HMP Altcourse is to create and maintain a safe, stable, and progressive environment with modern facilities dedicated to reducing re-offending and enabling individuals to fulfil their potential. Every aspect of the prison is designed to help prisoners make meaningful progress in their sentence and personal development goals within a culture focused on rehabilitation.
We also offer a range of perks, rewards and benefits for our colleagues and their families:
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Unlimited access to an online platform offering wellbeing support
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An extensive Employee Assistance Programme to help with everyday issues or life's larger problems, including legal and financial advice, support with work or personal issues impacting your wellbeing
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Access to a 24hr virtual GP Service
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Sodexo Discounts Scheme, offering great deals 24/7 across popular big-brand retailers
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Save for your future by becoming a member of the Pension Plan
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Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools
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Bike to Work Scheme to help colleagues to do their bit for the environment whilst keeping fit
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Sodexo UK and Irelands enhanced benefits and leave policies
