Personal assistant

Brook Street; West End; On-site; GBP 21,000 - 28,000; Full time

Job summary

Qualifications

• Diary management, inbox management, and calendar coordination.
• Notetaking and minute taking support.
• General admin and executive assistant tasks.

Responsibilities

• Provide day‑to‑day admin and personal assistant support to Deputy Directors.
• Manage diaries to prioritise meetings and resolve clashes.
• Monitor inboxes and escalate urgent matters as needed.
• Draft and manage correspondence for Deputy Directors.
• Update team distribution lists.

Skills

Diary management

Meeting coordination

Inbox management

Notetaking

Administrative support

Job description

ASSIGNMENT DETAILS

• Grade: EO
• Job Title: Personal Assistant (EO)
• Location & Building: 102 Petty France
• Working Days / Hours: monday-friday 9-5
• Working Pattern: 3 days in office
• Pay Rate: £17.54ph
• Possibility of Extension: Potentially (unable to confirm at this stage)

ROLE RESPONSIBILITIES

List the duties of role including any specific skills that are required:

Personal Assistant (EO)

JOB PROFILE

Purpose of job

• The post holder will provide high quality administrative and personal assistant support two Deputy Directors (DDs) within the Division.
• The post holder Will be responsible for the effective management of Diaries, inboxes and meeting coordination, ensuring senior leaders are supported to deliver business priorities.
• The post holder Will contribute to the delivery of Business Management services, supporting divisional operations and maintaining high standards of service.
• The post holder will work collaboratively with the PA network to ensure consistency, resilience and effective support across the Directorate.

Notes

This role sits within the Business Manager Structure and does not include any legal or paralegal work.

This job profile sets out the standard for a Personal Assistant (EO) and should be read in conjunction with the Civil Service Success Profiles.

Executive and Diary Management

• Provide day-to-day administrative and personal assistant support to Deputy Directors, including but inbox and diary management
• Manage diaries to ensure effective prioritisation of meetings, resolving clashes and arranging appointments in line with business needs
• Monitor inboxes, identify urgent or sensitive matters and take appropriate action or escalation where required
• Draft and manage correspondence on behalf of Deputy Directors where appropriate
• Updating team email distribution lists

Meetings and Coordination

• Arrange meetings, including scheduling coordinating attendees, booking rooms and organising hospitality where required
• Prepare and circulate meeting agendas, papers and supporting documentation.
• Provide notetaking and minute taking support, ensuring accurate recording of actions and decisions
• Support the organisation of divisional events, including team away days and engagement activities
• Escort visitors and support in-person meeting logistics where required

New Proceedings and Central Inbox Support

• Contribute to the management of the New Proceedings and Treasury Solicitor inboxes on a rota basis
• Support the triage and allocation of new claims, ensuring timely progression and appropriate routing to teams
• Maintain accurate records of new proceedings, including tracking allocations and supporting team level coordination

Document Management, Reporting and Compliance

• Undertake non chargable non chargeable document management activities including printing, filing, collating and preparing documents, circulating and saving/deleting reports where necessary
• Support the preparation and collation of weekly and monthly reports
• Assist with updating Litigation documentation and commissions where required
• Produce accurate returns (e.g. SIP, LCF)
• Maintain compliant time recording using CMS
• Preparing annual leave charts, accurate organogram
• Maintain hospitality register
• Releasing time on CMS for team members where required
• Bonus award support

Bookings and Logistics

• Arrange travel accommodation bookings for deputy directors
• Support non-chargeable bookings, including travel, accommodation and meeting arrangements for the wider team where required
• Book meeting rooms and facilities across GLD systems and external venues
• Coordinate logistics for meetings including virtual platforms and in person arrangements
• Support onboarding and induction of new staff (including IT/security access)
• Off-boarding people when they leave the teams, co-ordinating with BMT

Corporate Contribution

• Contribute to wider corporate activities, including team events, away days and projects
• Support continuous improvement by identifying opportunities to enhance administrative processes and service delivery

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.