Administration support assistant

Gap Personnel; Taunton; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

A regional planning service in Taunton is seeking a highly organised Administration Support Assistant. This role involves providing comprehensive support to senior leaders, managing schedules, coordinating meetings, and handling correspondence. Applicants should have at least 5 GCSEs or equivalent, strong IT skills, and the ability to prioritize tasks effectively. The position is temporary for 6 weeks with a hybrid work model, including remote and in-office days.

Qualifications

• Minimum of 5 GCSEs (or equivalent) including English and Maths or relevant experience.
• Vocational Secretarial / Executive Support / Personal Assistant qualification.

Responsibilities

• Manage complex calendars for the Head of Planning and Planning Service Managers.
• Coordinate meetings including agendas, minutes, and IT support.
• Undertake research and produce high-quality briefings.

Skills

Organisational skills

IT skills

Interpersonal skills

Problem-solving

Education

5 GCSEs (or equivalent)

Vocational Secretarial / Executive Support qualification

Tools

Microsoft 365 (Excel, Word, PowerPoint, SharePoint, Visio)

Job description

We’re looking for a highly organised and proactive administration support Assistant to provide comprehensive executive support to the Head of Planning and Planning Service Managers. You’ll be central to the smooth running of the Planning Service—managing schedules, coordinating meetings, preparing briefings, handling correspondence, and acting as the first point of contact for internal and external stakeholders.

This is a high-responsibility role requiring excellent judgement, discretion, and the ability to prioritise in a fast-paced environment with limited guidance.

Key responsibilities

Daily management & scheduling

• Own complex calendars for the Head of Planning and Planning Service Managers, including appointments, travel, hospitality, and logistics.
• Coordinate meetings—internal, external, regional, and national—including agendas, papers, minutes, and ensuring IT/AV works smoothly.
• Prepare concise executive summaries, presentations, and briefing packs from complex documents and policy papers.

Service development & delivery

• Undertake research and analysis on national and regional planning issues; produce high-quality briefings to inform decision-making.
• Coordinate projects on behalf of senior leaders—track actions, monitor progress, and ensure deadlines are met.
• Organise arrangements for official visitors to Somerset Council and support stakeholder engagement activities.

Stakeholder engagement & communications

• Act as first point of contact for senior leaders; field enquiries with tact and sensitivity.
• Respond to calls and correspondence—exercising discretion to protect confidentiality and ensure information flows correctly.
• Handle complaints directed to the Planning Management Team—defusing strong emotions, resolving where possible, or routing to the right person.

Information management & admin

• Maintain accurate distribution lists, service contacts, committee dates, and key meeting schedules.
• Draft letters, business correspondence, reports, and presentations quickly and accurately to set deadlines.
• Support colleagues with advanced use of Microsoft 365 applications (Excel, Word, PowerPoint, SharePoint, Visio).

What we’re looking for

Essential qualifications

• Minimum of 5 GCSEs (or equivalent) including English and Maths or relevant experience.
• Vocational Secretarial / Executive Support / Personal Assistant qualification.

Desirable

• Experience working within local government.

Essential knowledge & values

• Strong IT skills and confidence with Microsoft 365 (Excel, Word, PowerPoint, SharePoint, Visio).
• Understanding of good customer service, data protection, and a commitment to equality, diversity, and inclusion.
• Clear, comprehensive communication skills—able to convey complex or contentious information verbally and in writing.

Essential skills & attributes

• Exceptional organisational skills; able to prioritise and manage multiple tasks independently.
• High attention to detail and accuracy in drafting documents and managing information.
• Strong interpersonal skills—able to influence, persuade, and build effective relationships at all levels.
• Calm, professional approach to problem-solving—analytical, creative, and resilient.
• Experience managing diaries, scheduling meetings, preparing correspondence and presentations.
• Discretion and confidentiality at all times.
• Flexible, committed, enthusiastic, and self-motivated—willing to support colleagues at busy times and provide holiday cover.

This is a temporary role for 6 weeks initially starting at the beginning of January. It will be working 3 days remote and 2 in the office in the centre of Taunton.