Director General's Office
Personal Assistant

Job Title: Personal Assistant to the Director General

Reports to: Director General

Salary Band: Grade 3  (£22,222 - £33,909)

Purpose of Job

To organise the office of the Director General (“DG”), providing for secretarial and typing services and carrying out other functions to support the Director General as Chief Executive of the Commission.

Principal Accountabilities:

1. Provide a full and confidential secretarial service to the Director General, ensuring that typing is produced on time, preparing and signing routine correspondence on the DG’s behalf, screening telephone calls and personal callers, arranging papers and telephone calls to be dealt with in the DG’s absence and in other ways ensure that the DG is able to fulfil duties.

2. Act as the point of liaison on behalf of the DG with Commissioners, States Members, Chief Executive Officers, external bodies such as the JFIA and others.

3. Manage the DG’s demanding schedule, arranging meetings, seminars, in house lunches and dinners in an efficient manner.

4. Manage the cycle of Commission and Executive Board meetings.  This involves, for the Commission Meeting–

• Co-ordination of papers, ensuring these are delivered on time for prior discussion by the Executive Board, amended as necessary, copied and delivered to the Board of Commissioners in liaison with the Commission Secretary;
• Arranging the administration of the Commission meeting itself;
• Arranging lunch, hotel accommodation and travel for Commissioners

and for the Executive Board –

• Preparing the agenda, circulating papers and taking minutes;
• Recording action points and recording action taken.

5. Provide advice to the general public on all matters relating to the activities of the Commission.  Act as a general point of contact for Commission staff for assistance with queries.

6. Respond to general queries on the activities of the Commission and maintain liaison with regular contacts fostering the image of helpfulness and efficiency.

7. Provide guidance and support to other secretaries.

8. Manage the process of receipting incoming mail and fax communications and ensure their prompt distribution throughout the Commission.

9. Manage the travel and accommodation bookings for the Director General.

10. Manage the Director General’s filing system.

11. Manage the Commission’s relationship with various service providers, including the Commission’s travel agent, various caterers, hotels etc.

12. Provide secretarial support to the Enforcement Division.

13. Monitor and submit recommendations to management regarding the need for new or improved secretarial systems or procedures to ensure that the most efficient use is made of secretarial resources.

14. Act as the main and first point of contact and responsible for the co-ordinating and communication of Commission wide changes to Secretarial policies.

15. Carry out other duties as directed.

Knowledge and Experience Required:

A thorough knowledge and practical experience of office procedures and word processing skills is essential as is organisational ability to ensure that the Director General’s Office is professional and well managed.  Communicating clearly and accurately and developing good relationships is of prime importance as is the ability to manage a variable workload, using own initiative and remaining calm under pressure.  A familiarity with finance industry terminology is desirable.  The jobholder would be expected to lead, develop and motivate other staff.

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