Job DescriptionJob title Personal Assistant to Chief Commercial Officer and MD Patient CapitalTeam Business SupportBand 7Management responsibility None

Purpose of the job

To provide high-quality PA and administrative support to two members of the senior management team (Chief Commercial Officer and MD Patient Capital) with some general admin support to their wider teams. As part of a small team of PA’s, the jobholder will also be required to cover reception on a rota basis and cover for other PAs during holidays, sickness and other absences.

Main duties Effective diary management, assessing priority of appointments and reallocation as necessary; To coordinate meetings as well as travel and accommodation for the Chief Commercial Officer and MD

Patient Capital; 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 Commercial Officer and MD Patient Capital; Preparation of paperwork for meetings for the Chief Commercial Officer and MD Patient Capital; Processing expense claims for the Chief Commercial Officer and MD Patient Capital; Organising conference calls, Video Conferences as assist with the organisation of events as required; Providing admin support (printing documents, arranging for timely production of reprographics and raising

purchase orders etc.) Meet and greet guests on behalf of the Chief Commercial Officer and MD Patient Capital; Provide some admin support with travel arrangements for senior members of the Chief Commercial Officer

and MD Patient Capital teams; Provide PA support to other members of the senior management team during the absence of PA colleagues. Provide reception cover on a rota basis during the absence of the Receptionist.

Proactive Diary Management Keeping diaries up to date to ensure that the Chief Commercial Officer and MD Patient Capital can utilise

their time effectively. Ensure purpose of meetings are clear and liaise with the Chief Commercial Officer and MD Patient Capital

regarding priorities; Arrange regular diary reviews with Chief Commercial Officer and MD Patient Capital to ensure diary

commitments are clear, deadline for papers are confirmed.

Meeting Preparation Arrange meetings in a timely manner, ensure attendees are agreed; meeting requests are submitted with

all relevant details, including meeting room/VC equipment. Ensure papers are available in advance of meetings and Chief Commercial Officer and MD Patient Capital

are briefed where appropriate.

Travel and accommodation: Intelligent management of travel arrangements, including rail, hotel, flights, UK and abroad. Ensure travel and accommodation arrangements are booked in line with the British Business Bank travel

policy, using the on-line booking system and liaise with the bank’s approved Travel Agents for assistance if required.

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, Excel and PowerPoint.

Internal and external stakeholders

Senior Management Team Business Support Team British Business Bank Board, including Non-Executive Directors (NED’s) The wider British Business Bank and SULCo colleagues 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