Personal Assistant to the Director
Recruitment Pack
1. Job Description
Reporting to: Director
Location: Flexible / Hybrid (as agreed)
Hours: Full Time
Purpose of the Role:
To provide high-quality, administrative and business support to the Director across multiple businesses. The role is designed to support the Director in maximising effectiveness by assisting with communications, coordinating meetings, tracking actions, maintaining records, and supporting day-to-day operational activities.
Key Responsibilities
· Manage and prioritise the Director's inbox, drafting responses where appropriate.
· Manage the Director's diary, appointments and travel arrangements.
· Attend meetings, prepare agendas, take accurate minutes and distribute them promptly.
· Maintain action trackers and follow up with colleagues to ensure actions are completed.
· Support coordination of communications with staff, clients, schools, partners, and suppliers.
· Assist in preparing reports, presentations, and business documents.
· Maintain organised electronic filing systems.
· Support maintenance of policy registers, review schedules, and version control.
· Assist with maintaining insurance registers, renewal dates, and liaison with brokers.
· Provide administrative support for audits and compliance activities.
· Handle confidential information with discretion and professionalism.
· Support the organisation in ensuring operations align with statutory safeguarding legislation for children.2.
Person Specification
Essential
· Previous experience as an Executive Assistant, Personal Assistant, Office Manager or similar role.
· Strong organisational and time management skills.
· Excellent written and verbal communication skills.
· Experience supporting senior-level diaries and email inboxes.
· Ability to take accurate meeting minutes and produce professional documentation.
· Strong attention to detail.
· Confident using Microsoft 365 (Outlook, Teams, Word, Excel, OneNote and SharePoint).
· Ability to manage multiple priorities and work independently.
· Professional, discreet and trustworthy when handling confidential information.
Desirable
· Experience supporting directors or business owners.
· Experience within education, social care or professional services.
· Experience coordinating policies, compliance or governance.
· Experience managing insurance renewals or supplier administration.
· Familiarity with Microsoft Planner or Microsoft Copilot.
Personal Attributes
· Highly organised and proactive.
· Calm under pressure.
· Strong problem-solving approach.
· Confident communicating with a range of stakeholders.
· Takes ownership and follows tasks through to completion.
· Positive, adaptable and eager to improve processes.
3. Job Specification
Purpose:
To provide executive, administrative support to the Director across multiple businesses, assisting with coordination of communications, meetings, actions, policies, insurance and operational priorities.
Executive Support
· Support management of the Director’s inbox.
· Act as the first point of contact for emails where appropriate, or draft responses for later review and sending.
· Assist with diary management and meeting scheduling.
· Prepare meeting agendas and briefing notes.
· Arrange travel where required.
Meeting Support & Action Tracking
· Attend leadership, operational and partnership meetings.
· Take meeting minutes and record decisions.
· Maintain action logs and assist in tracking progress.
· Follow up outstanding actions and escalate where appropriate.
Business Support
· Provide general administrative support across multiple businesses.
· Assist with coordination of projects and business initiatives.
· Prepare reports, presentations and business documents.
· Maintain organised filing systems.
Policy & Compliance
· Assist in maintaining policy registers and review schedules.
· Support coordination of policy updates and version control.
· Help maintain compliance records and audits preparation.
Insurance Administration
· Maintain an insurance register.
· Assist with tracking renewal dates and liaising with brokers.
· Support storage and organisation of policy documentation.
· Assist with insurance-related administration where required.
Reporting
· Assist in preparing weekly summaries of actions, priorities, risks, and upcoming deadlines where required..
Success Measures
· Effective support provided to the Director in day-to-day operations.
· Meeting minutes and documentation produced in a timely manner.
· Administrative actions and follow-ups supported appropriately.
· Records and documentation kept organised and up to date.
· Director supported in having more time for strategic priorities.
Pay: Up to £28,000.00 per year
Benefits:
- Free parking
- Gym membership
Work Location: In person
