Job Title: Personal Assistant / Minute Taker (Interim Contract)
Contract: Initial 2-month fixed term, followed by rolling monthly contract
Working pattern: Monday-Thursday 9:00-17:30, Friday 9:00-17:00 (to be confirmed at interview)
Location: Aylesbury
Working arrangement: No home working during the first three months (to be reviewed thereafter)
About the Role
We are seeking an experienced and highly professional Personal Assistant with strong minute-taking expertise to provide dedicated support to a busy Service. This role requires excellent organisational skills, discretion, and the ability to manage a varied and confidential workload.
The successful candidate will be expected to settle quickly into the role; therefore, availability and commitment during the initial period is essential, and annual leave is not normally expected during the first two months.
Key Responsibilities
- Provide confidential, dedicated personal assistance, research, organisational, and administrative support to ensure the effective running of the Service
- Manage and maintain efficient systems for logging, storing, and archiving information
- Handle correspondence (electronic and written), often of a highly confidential nature
- Arrange meetings and conference bookings, including room bookings and scheduling
- Prepare agendas, collate papers, and ensure timely distribution of documents
- Attend meetings and produce accurate, high-quality minutes
- Liaise with external suppliers and stakeholders as required
- Manage meeting processes, including tracking actions, deadlines, and reminders
- Provide high-standard typing and general administrative support
- Ensure confidentiality and security of sensitive information at all times
- Undertake and manage ad hoc projects and research tasks
- Support the development and maintenance of electronic document management systems
- Promote good administrative practices across teams and disciplines
- Provide cover for other Executive Support/PA roles when required
Requirements
- Extensive professional minute-taking experience in a busy environment
- Previous experience working at Personal Assistant (PA) or Executive Support level
- Strong organisational and administrative skills
- Excellent written communication and attention to detail
- Ability to manage confidential information with discretion
- Confident working independently and managing multiple priorities
- Experience supporting meetings, senior stakeholders, and complex scheduling
Additional Information
- This role requires a high level of professionalism and reliability
- No hybrid or home working during the initial three months (subject to review thereafter)
- Flexibility and adaptability are essential due to the nature of the workload
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