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Deputy Commander PA

Please Note: The application deadline for this job has now passed.

Job Introduction

Working together with the Deputy Commander to successfully manage his diary

Strive to achieve results and meet deadlines

 

Focus on customers both internal and external and deliver a quality service.

Role Responsibility

  • Daily organisation of the Deputy Commander’s electronic diary/programme using Microsoft Outlook, including arrangement of all meetings and visits to UK/overseas internal and external organisations, ensuring accuracy and clarity and synchronisation with the Commander’s diary.
  • On behalf of the Deputy Commander and his driver - co-ordinate all travel and accommodation arrangements; liaising with internal and external agencies.
  • Timely preparation of itinerary packs for the Deputy Commander and/or his driver in advance of meetings/travel, on occasion at very short notice.
  • Give daily direction to the Deputy Commander’s driver to ensure the smooth implementation of their programme.
  • Booking of conference rooms, including video conferences, when required for the Deputy Commander’s meetings.  Timely completion of necessary paperwork to ensure availability of light refreshments for these meetings.
  • Information Management – efficient organisation and maintenance of IT correspondence and the recording/storage for effective retrieval.
  • Coordination and liaison with Military Secretariat (MS) staff regarding annual military appraisals, enabling deadlines for completion to be met.
  • Assist the Deputy Commander with submission of claims forms/expenses onto the Joint Personal Administration (JPA) computer system, as well as any other JPA assistance required.
  • The first point of contact in the Deputy Commander’s outer office; significantly relevant during the Deputy Commander’s frequent absences on operational tours, exercises and official engagements.
  • Production of accurate and timely communication electronically or otherwise and distribution/despatch of said correspondence by appropriate means.
  • Point of contact for any maintenance/repair work for the Deputy Commander’s official resisdence, ensuring all repairs are carried out effectively and in a timely fashion.
  • Tracking of Brigade submissions for publications to meet deadlines.
  • Completing staff returns on behalf of the Deputy Commander.
  • Ensure medical/dental requirements are kept up to speed/in date.
  • Report and monitor progress of any IT or Blackberry issues.
  • Cover for the Commander’s Personal Secretary in her absence.
  • Any other ad hoc duties commensurate with the post.
 

The Ideal Candidate

  • IT qualification to Intermediate level to include Microsoft Word and Outlook
  • 5 GCSEs at grade C or above or NVQ Business Administration Level 2.
  • Previous Secretarial experience
  • Organisation and planning skills
  • Excellent interpersonal skills
  • Strong verbal and written communication skills
  • Ability to work to tight deadlines and under pressure
  • Ability to problem solve
  • Previous experience working in a military environment is desirable.
  • Will be required to be security cleared to Secret Level (SC)
 

Package Description

 

 

Sodexo

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