Job DescriptionJob title Personal Assistant to the Chief Operating Officer and Chief Risk OfficerTeam Business SupportBand 7Management responsibility None

Purpose of the jobTo provide a high quality PA and administrative support service to the Chief Operating Officer and the Chief Risk Officer and provide some admin support to their wider team. As part of a small team of PA’s the jobholder 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 Chief Operating Officer and Chief Risk

Officer; Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to

deal with queries; Monitoring, prioritising, responding or drafting responses to emails in a timely and efficient manner as directed by

the Chief Operating Officer and Chief Risk Officer; Preparation of paperwork for meetings for the Chief Operating Officer, Chief Risk Officer. Processing expense claims; Organising conference calls, Video Conferences as well as other events as required; Providing admin support (printing documents, arranging for timely production of reprographics and raising purchase

orders etc.) Meeting and greeting guests on behalf of the Chief Operating Officer and the Chief Risk Officer; Provide some admin support with travel arrangements for senior members of the COO and CRO’s teams; Provide PA cover to other members of the Senior Management Team during the absence of PA colleagues.

Proactive Diary Management Keeping diaries up to date to ensure that the Chief Operating Officer and Chief Risk Officer can utilise their time

effectively. Protecting desk time to allow the Chief Operating Officer and Chief Risk Officer to undertake tasks; Ensure purpose of meetings are clear and check with Chief Operating Officer and Risk Officer before committing

substantial time; Arrange regular diary reviews with Chief Operating Officer and Chief Risk Officer.

Meeting Preparation Arrange required meetings in a timely manner having agreed the attendees with the Chief Operating Officer and

Chief Risk Officer (including refreshment requirements, VC/Audio conference needs etc.). Ensure papers are available in advance of meetings and Chief Operating Officer and Chief Risk Officer are briefed

where appropriate.

Travel and accommodation: Intelligent management of travel arrangements. Make travel and accommodation arrangements in line with 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, Outlook, working knowledge of word processing, spreadsheet and

presentation software packages, Good 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