Diary Manager and Personal Assistant - Local Authority

Spinwell Global Limited; Portishead; On-site; GBP 42,000 - 44,000; Full time

Job summary

Spinwell Ltd is recruiting a Diary Manager and Personal Assistant for a public sector role in Portishead. Monday-Thursday in office, Friday home-based. Contract until 31/08/27, Inside IR35, £20.76/hr, BPSS clearance.

You will manage the PCC's diary, coordinate meetings, travel, briefings and communications, while providing high-level administrative support. The role requires experience in PA/secretarial duties, strong organisational skills, and the ability to manage a diverse workload with

Qualifications

• Experience in a personal assistant role with diary management.
• Ability to support meetings and events.
• Strong written and verbal communications with confidentiality awareness.

Responsibilities

• Manage the PCC's diary, arranging meetings across the Force area and liaising with ASP, partners and stakeholders.
• Prioritise the PCC's time to support strategic objectives with Secretariat Manager support.
• Arrange the PCC's programme of visits, itineraries, travel arrangements and accompany officers.
• Coordinate the commissioning and provision of briefings for external meetings.
• Provide personal assistance and secretarial support to the PCC.
• Serve as initial contact for Ministers, MPs, partners, stakeholders and the public; triage enquiries.
• Manage PCC's email inbox and ensure deadlines are met; forward or delete as needed.
• Maintain PCC's internal/external mail, filing and information systems.
• Coordinate work within PCC's portfolio and respond within timescales.
• Progress correspondence during absence and update PCC on key developments.
• Attend meetings in admin capacity, take minutes as required.
• Prepare and schedule agendas, minutes and actions matrices for meetings.
• Arrange transport and hotel accommodation per policies.
• Undertake basic research and brief PCC on findings with recommendations.
• Coordinate with PA to the DPCC, CoS and CFO; deputise when needed.
• Demonstrate professional customer service in all interactions.
• Adhere to Health and Safety, Data Protection, FOI, ECHR, equality and local procedures.
• Improve operational practices and maintain filing systems and records.
• Commit to personal and professional development and OPCC values.
• Undertake other duties reasonably commensurate with role.

Skills

Diary management

Meeting coordination

Stakeholder liaison

Confidentiality & data handling

ICT proficiency

Organisational skills

Planning skills

Risk assessment

Tools

MS Office

Diary software

Job description

Role: Diary Manager and Personal Assistant REF 378180
Contract Length: Until 31/08/27
Location: Portishead - Monday to Thursday - office based, Friday - home based.
IR35: Inside
Pay Rate to Intermediary: £20.76 per hour
Security Clearance: BPSS
Spinwell is recruiting for a Diary Manager and Personal Assistant for an excellent opportunity within the public sector.

RESPONSIBILITIES OF THE DIARY MANAGER AND PERSONAL ASSISTANT

• Manage the PCC's diary, arranging meetings across the Force area, liaising with ASP, partners, stakeholders and business organisations.
• Prioritise the PCC's time effectively to support their strategic objectives, with the support of the Secretariat Manager.
• Arrange the PCC's programme of visits, coordinating in-depth itineraries, travel arrangements and accompanying OPCC officers.
• Manage the commissioning and provision of briefings for the PCC's external meetings.
• To provide personal assistance and secretarial support to the PCC.
• Support the overall delivery of the office, acting as the initial point of contact from Ministers, MPs, partners, stakeholders and the general public. Ensure that the appropriate member of staff deals with enquiries, and sensitively ensure the PCC's time is prioritised effectively. Respond, as appropriate, on behalf of the PCC.
• Manage the PCC's email inbox, ensuring all urgent emails are responded to and deadlines are met. Use own initiative on the forwarding of emails to relevant staff and the deletion of any emails not necessary for the PCC to receive.
• Manage the PCC's internal and external mail, filing and information systems.
• Manage and coordinate the work within the PCC's portfolio ensuring that relevant papers and required actions are responded to within stated timescales.
• Progress correspondence in the absence of the relevant individual and update the PCC as required during their absence of any key issues/developments.
• Attend meetings in an administrative/secretarial capacity, taking minutes as required.
• Prepare and schedule agendas, minutes and actions matrices, circulating information to the appropriate people prior to meetings/events.
• Arrange transport and hotel accommodation with adherence to relevant policies.
• Undertake directed basic research activity as required, briefing PCC on findings and making recommendations where appropriate.
• Coordinate and work closely with the PA to the DPCC, CoS and CFO, deputising in periods of absence.
• Demonstrate professional and efficient customer service skills in all interactions.
• Adhere to Health and Safety, Environmental Management, Data Protection, Equal Opportunities, Freedom of Information, Race Relations and European Convention on Human Rights (ECHR) legislation and ensuring compliance with appropriate local procedures.
• Work closely with other colleagues to improve operational practices, effectiveness and efficiency. Maintain and operate efficient and effective record keeping and filing systems, ensuring they are updated and information is stored and disposed of appropriately.
• Maintain professional awareness and horizons can for future developments, with a commitment to own personal and professional organisational development.
• Demonstrate a commitment to the OPCC values, equality and diversity through actions and activities.
• Undertake any other duties as reasonably commensurate with role.

SKILLS/EXPERIENCES OF THE DIARY MANAGER AND PERSONAL ASSISTANT

• Previous experience of working in a personal assistant role. Experience of diary management.
• Experience of providing support for meetings and events.
• Ability to manage a large and diverse portfolio of work with competing deadlines. Ability to be flexible to respond to changing priorities
• Ability to analyse and present information in a range of formats.
• Excellent written and verbal communications skills. Understanding of confidentiality and information governance.
• Strong ICT skills and competent to use a range of IT packages including word processing and spreadsheets.
• Proven ability to handle stakeholder interface effectively and professionally in a way that establishes confidence, credibility and trust.
• Strong detail orientated, organisational and planning skills.
• Ability to identify risks and make suggestions around how to mitigate and manage them.

We welcome all applications regardless of background, in line with our commitment to diversity, equality and inclusion.

Applying to this or any other vacancy advertised by Spinwell Ltd constitutes an agreement for Spinwell Ltd to hold your details for 24 months for the purpose of assessing suitability for the advertised position and to make you aware of any other positions deemed suitable of which You will make you aware by means of either email, text or phone. In line with GDPR regulations you are able to request your details be removed from the company data at any time by emailing us