Personal Assistant to Head of Service

Portsmouth City Council; United Kingdom; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A local authority is seeking a proactive Personal Assistant to support senior management in Children and Families Services. The ideal candidate will manage communication, schedules, and sensitive information while promoting the welfare of vulnerable children and young people. The role offers a hybrid working model with opportunities to impact positively on the community.

Qualifications

• Experience in a PA/secretarial role is essential.
• Ability to manage diaries and workloads efficiently.
• Resilience in handling sensitive information.

Responsibilities

• Administer weekly Placement Decision-Making Panel.
• Manage Freedom of Information requests for Children's Social Care.
• Coordinate inspection preparation for Ofsted.

Skills

Experience supporting senior managers

Strong IT skills (Word, Excel, PowerPoint, Outlook)

Excellent literacy and numeracy skills

Strong communication and interpersonal abilities

High attention to detail

Customer service focus

Job description

Overview

We are seeking a proactive and highly organised Personal Assistant to support our Heads of Children and Families Services and the Deputy Director of Children's Services.

This is a fantastic opportunity to be part of a passionate team dedicated to improving outcomes for Portsmouth's most vulnerable children and young people.

The Service

The Children and Families Services team supports Portsmouth's most vulnerable children and young people, ensuring they lead safer, healthier, and more fulfilling lives. The team also acts as the corporate parent for Looked After Children.

The Role

You will provide a high level of Personal Assistant support to the Heads of Children and Families and the Deputy Director of Children's Service. As part of a small team of Personal Assistants to the Senior Management Team, you will work together to ensure the smooth running of the day-to-day administration for the Senior Managers of Children and Families Services.

Key Responsibilities

• Panel & Meeting Support: Administer weekly Placement Decision-Making Panel; manage agendas, minutes, and actions.
• FOI Coordination: Solely manage Freedom of Information requests for Children's Social Care.
• Diary & Email Management: Proactively manage calendars and correspondence for senior managers.
• Communication: Liaise with internal/external stakeholders, including Council Members.
• Ofsted Support: Coordinate inspection preparation and regulation reports.
• Finance & Recruitment: Raise purchase orders, process invoices, assist with recruitment and induction.
• Workshops: Facilitate learning sessions for staff on regulatory changes
• Drafting and typing letters and maintaining paper and electronic files.
• Professional Representation: Maintain a professional image internally and externally.

The ideal candidate

You will have:

• Experience supporting senior managers in a PA/secretarial role
• Strong IT skills (Word, Excel, PowerPoint, Outlook)
• Excellent literacy, numeracy, and minute-taking skills
• Strong communication and interpersonal abilities
• Diary and workload management skills
• High attention to detail and confidentiality
• Awareness of GDPR and safeguarding
• Resilience in handling sensitive information
• Customer service focus and empathetic approach

Please ensure that you read the full job profile attached for the details and expectations of this role, paying particular attention the section 'Who is the person' as you will need to refer to this when completing your Personal statement.

Hybrid Working and Attendance

Hybrid Working - Attendance requirements to the designated workplace. Initially working from Civic Offices until fully competent to progress hybrid working.

Interview date

Interview date: 21st October 2025

Application process

We anonymise applications during application & shortlisting to ensure only relevant information is considered. As part of your application, we ask that you complete a personal statement, demonstrating how you meet the requirements of the job against each of the points described in the 'Who is the Person' section of the Job Profile, using examples from your experience or transferable skills.

We are a disability confident employer and have an Armed Forces Covenant. We are committed to offering an interview to all those candidates that qualify under one of our commitments and meet the minimum criteria; however, for roles that receive a large number of applications, this is not always possible, and we will select the candidates that best meet the minimum criteria.

You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.

About Portsmouth City Council

What we can offer you:

Portsmouth City Council is a unique organisation, committed to making a difference, and is guided by core values that set who we are as people, what we stand for, and how we act.

Read more about working at Portsmouth City Council and our benefits on our careers portal homepage: Careers Portal - Find jobs with Portsmouth City Council

Portsmouth City Council is committed to safeguarding and promoting the welfare of children, and young people, and expects all staff and volunteers to share this commitment.

DBS Disclosure at Enhanced level will be required prior to any offer of employment and this post is exempt from the Rehabilitation of Offenders Act 1974.

Every post is subject to PCC and Portsmouth Safeguarding Children Partnership safer recruitment procedures.

Should you require any support in completing the application form please contact [e-mail] or call the recruitment team on 023 92 616800