PA Office Manager Job Description

To provide a full range of secretarial and support services to the Head and Deputy Head of the
department and workstream heads, ensuring a professional image of the organisation is maintained at
all times.

To be the first point of contact for internal and external customers, managing, delegating and
directing queries to the most appropriate resource. A degree of flexibility with regard to both working
hours and practices is required in order to meet deadlines/timescales.

1. Organise and manage the work of the Head and Deputy Head of the Department to ensure their time is allocated to best effect-plan, and prepare diaries, appointments, itineraries, visits, travel
arrangements and accommodation (ensuring best value is achieved for attendance at conferences, courses etc).

2. Work on own initiative, being aware of others` roles and responsibilities in order to inform and assist where necessary. Manage existing workload against incoming requests, both internal and
external, constantly updating and re-prioritising accordingly. Interrogate callers using problemsolving techniques to ensure that they are passed to the appropriate resource.

3. Facilitate departmental meetings-co-ordinating diaries and booking venues both on and off-site. Advise attendees, formulate agenda and supporting papers. Prepare briefing packs, collating of
relevant paperwork, arranging refreshments/equipment as required, taking and transcribing minutes and circulating in a timely fashion, providing advice and information during the course of
the meeting when called upon to do so, ensuring that the key points of business are accurately
recorded along with associated actions and decisions.
 PA Office Manager Job Description [cont]

4. Liase with a range of internal and external customers including those from other
agencies/partnerships. Facilitate itineraries for their visit.

5. Receive, assess and process all incoming correspondence to the SMT. Log all letters of complaint and appreciation. Monitor progress and ensure adherence to deadlines by relevant party.

 6. Maintain an effective filing system to ensure quick and easy recovery of archived papers. Manage
Refer Back system for paperwork where appropriate.

7. Promote a professional and caring image of both Organisation and Department. Be aware of and
adhere to company Policies. Have knowledge of the DATA Protection and Freedom of Information Act, ensuring all requests for information falling under this remit are dealt with in accordance
with company Policy.

8. Oversee the maintenance of sickness/annual leave and also ensuring the keeping hard copies together with medical certificates/self
certificates.

9. Oversee the maintenance of mobile phones/pager contracts-obtain monies from staff (where
relevant) for use of mobile phone for personal calls. Record and send monies to Finance,
obtaining receipt.

10. To participate in the company performance review process and take responsibility for identifying your own
professional and career development needs.

11. To undertake regular appraisals of your staff in accordance with the company review process and take responsibility for helping to address their professional and career development needs.
PA Office Manager Job Description

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