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PA to Heads of Service SS30002/913/NSH

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Job Summary

Employment Term:
Full time, Permanent
Working Pattern:
Full time
Advert Start Date:
Advert End Date:
Closed for applications on 23/04/2019 23:59
Hours per week:
Job Category:
Vacancy ID:
Employment Location:
South Gloucestershire Council Officer - Badminton Road, Yate, Bristol
Post Number:
PA to Heads of Service SS30002/913/NSH

Job details 

Closing date:
23 Apr

Please note

This job is closed for applications.

Further information

PA to Heads of Service

Summary of Post

This role is to provide a fully comprehensive and confidential personal assistant (PA) service to allocated Heads of Service in the Children, Adults and Health (CAH) department and to provide cover for other PA colleagues in the department where necessary.

The Children’s Adults and Health Department provides some of the Council’s most valued services, supporting children and vulnerable adults and this role offers a very rewarding opportunity to contribute to this important area.

The post holder will work under the personal direction of the Heads of Service, but in a busy office will be expected to work with a high level of personal initiative, particularly when the Heads of Service are out of the office.

The post holder will report directly to the Directors PA. The post holder will have regular contact, liaison and support as one of a group of PAs in CAH.

A key aspect of the PA role is to ensure that consistent and high quality support is provided to the Heads of Service. The post holder will manage diaries and make appointments and arrange meetings as necessary.

The post holder will support the Heads of Service in working electronically wherever possible.

The role will primarily be office based.

Possible interview date of 07/05/2019.

South Gloucestershire Council is committed to treating everyone fairly, to challenging inequalities and to promoting equality of opportunity for all. We welcome applications from everyone and value diversity in our workforce.

Main Duties

Maintain and update information systems and databases to ensure that service transactions are completed accurately

Provide advice to customers, contacts, external organisations and colleagues ensuring that they receive appropriate guidance about policies, procedures and processes whilst ensuring effective working relationships are maintained.

Carry out research; collate data and present information within your area of service specialism. This may include drafting documentation and clear, accessible findings.

Ownership is taken for responding to queries, complaints and requests from initial contact with the customer. Issues that are not possible to resolve are promptly relayed to more senior members of your team and the customer is informed accordingly.

Provide a wide and varied range of administrative tasks to assigned projects ensuring written reports are compiled, support is provided and records are accurate which will help to inform decision making.

Accurately and efficiently record, monitor and maintain budgets/financial information/resources

This role will apply knowledge and experience about the needs of senior managers and the organisation to solve problems and deliver work to deadlines. Typical problems the post holder will be required to solve are:

• An email is received when the Head of Service is out of the office; the post holder will have to judge the importance of the message, and decide whether to escalate the matter in their absence.
• An urgent meeting is requested for the Head of Service which clashes with existing obligations; the post holder will need to prioritise the commitments and negotiate with others to set the meeting up with the most critical attendees.
• Other problems relating to specific work areas in the departments may occur from time to time, and the post holder may have to use service-specific knowledge to solve these, such as queries by Councillors or MPs.
• In the case of pressing complex queries the post holder would be able to seek advice from the Head of Service or another senior member of staff.

• To provide specific services as an individual contributor or operator as a member of a wider team.

Selection Criteria

To enable us to shortlist in a fair and unbiased way it is absolutely vital that you provide us with sufficient information to demonstrate how you meet or exceed the criteria outlined in the vacancy description. Please include this information in the knowledge, skills and experience section of the application form.


1. The post holder is expected to have relevant experience in organisation and administration across a range of different disciplines and skills, and to have experience of supporting a senior manager.
2. Should have National Vocational Qualification (level 3) Administrative or equivalent and a minimum of 50 wpm typing.
3. The post holder will be flexible and resilient with good attention to detail, organisational skills and the ability to work on own initiative to tight deadlines and manage multiple priorities.
4. Good verbal and written communication skills with the ability to collate and communicate information in verbal and written formats.
5. IT knowledge and its practical application, including experience of using Microsoft Office (Word, Excel, Powerpoint).

6. Exemplifying the Council's values and behaviours.


1. Experience of working within Local Government

2. Knowledge of the democratic process within the Council
Matched 15 May 2019

Additional Information

Use of a vehicle

If the nature of the duties require you to travel on Council business on a regular basis, so you must either have a current driving licence and provide a car, or have access to appropriate means of travel.

If you use your vehicle on authorised Council business, you will receive a mileage payment based on the Inland Revenue Authorised Mileage Allowance Payment Scheme (AMAPS). The allowance is provided on the condition that your own insurance covers you for business use and indemnifies the Council against claim (including those concerning passengers) arising out of the use of the vehicle on official business. You will also be eligible for a car loan if you meet the criteria within the Council’s Car Loan Scheme.

For an informal discussion please contact Mustafa Salih, Head of Finance and Business Support on 01454 863197.

Salary: £21,589.00

Hours: 37 hours per week

Closing Date: 23rd April 2019

Vacancy Ref: SS30002

Our Values

Our staff need to have a ‘can-do’ attitude and adapt to the fast pace of change. They must work well with others to reach a common goal and be willing to embrace a partnership and inclusive approach to delivering efficient and effective services. They must use their initiative to deliver and take responsibility for their performance to help the team, department and council to achieve its goals and must make the best use of available knowledge, expertise and capacity in order to continuously improve the quality of services. Our managers are also required to demonstrate effective leadership qualities, shape and manage team plans and motivate their staff to achieve.

Safer Recruitment

South Gloucestershire is committed to safeguarding and promoting the safety and welfare of children, young people and vulnerable adults.

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