Job DescriptionJob title Personal Assistant to the Managing Director, Venture Capital SolutionsTeam Business SupportBand 7Management responsibility None

Purpose of the jobTo provide a high quality secretarial and organisational support service to the Managing Director and provide support to the wider team. As part of a small team of PA’s they will also be required to cover reception duties on a rota basis.

Main duties Effective diary management, assessing priority of appointments and reallocation as necessary; To coordinate meetings as well as travel and accommodation needs for the Managing Director; Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to

deal with queries; Sorting, distributing and responding or drafting responses to emails/mail in a timely and efficient manner as

directed by the Managing Director; Preparation of paperwork for meetings for the Managing Director and their team. Processing expense claims Organising conference calls, Video Conferences as well as other events as required; To act as an enabler for Video/Audio Conference technology for the wider British Business Bank community,

sorting out issues and raising service requests as required. Providing Secretarial support (printing documents, arranging for timely production of reprographics and raising

purchase orders etc.). Providing support with the recruitment process Meeting and greeting guests on behalf of the Managing Director and the wider team

Proactive Diary Management Keeping diary up to date to ensure that the Managing Director can utilise their time effectively. Protecting desk time to allow the Managing Director to undertake tasks (e.g. evaluating proposals, developing

strategy and coaching staff). Ensure purpose of meeting is clear and to check with Managing Director before committing substantial time. Arrange regular Diary reviews with Managing Director.

Meeting Preparation Arrange required meetings in a timely manner having agreed the attendees with the Managing Director (including

refreshment requirements, VC/Audio conference needs etc.). Ensure papers are sourced from meeting originator.

Travel and accommodation: Intelligent management of travel arrangements. Make travel and accommodation arrangements adhering to the British Business Bank travel policy.

Knowledge and experience Experience of providing Personal Assistant support to Senior Management (Managing Director level). Exceptional diary management skills Excellent IT and administration skills including working knowledge of word processing, spreadsheet and presentation

software packages, Exceptional knowledge and experience of using Microsoft Office – Word and Excel

Internal and external stakeholders Senior Management Team British Business Bank Board, including Non-Executive Directors (NED’s) The wider British Business Bank Community PA’s in other Government Organisations

Key competencies/behaviours Excellent organisational skills A team player with a flexible approach Calm and professional manner Ability to prioritise and multi-task Strong written and verbal communication skills Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy. Ability to deal with sensitive information with discretion and to maintain confidentiality at all times. Listening Skills