Personal Assistant

**Job Overview**
- To have full knowledge of all areas which have to be covered in the course of your daily duty. To contribute to effective contract performance by working closely with the administration team and customer to achieve business objectives.

**Main Duties**

**Administrative Assistant**
- Maintain and distribute list of Base Commanders inspections.
- Weekly AIB Personnel Report (Pers-rep).
- Mail distribution and collection from RAF Post Office and Georgetown Post Office.
- Maintain Defence Instructions & Notifications Register (DINs) and distribute accordingly.
- Maintain File Indexes, to include the destruction and archive of the files, a check of all classified material and Privately Marked Documents Not on File (PMDNF) and maintain the Master BHQ File Index.
- Process Staff Clearance Applications for visits to AIB and maintain Visit Notifications (VN) Register.
- Process UK and USAF flight bookings for AIB personnel and maintain Flight Registers.
- Update Assignment Orders (AO) File and maintain the Hand Over/Take Over (HO/TO) register.
- Maintain and distribute the AIB Nominal Roll.
- Maintain Terms of Reference (TOR's) Folder for military personnel.
- Prepare arrival/departure documentation for Military personnel and maintain Personnel Personal files/information.
- Maintain and distribute the Base Organisation Chart.
- Maintain and distribute list of entitled personnel for USAF facilities.
- Maintain and update when necessary, Base Standing Orders (BSOs).
- Maintain and update when necessary, Master documents spreadsheet.
- Personal Assistant Overseas (POA) for British Legion UK - process Poppy and Wreath orders and arrange the Poppy Appeal for Ascension.
- Ration Returns, every Friday, a list of personnel on ration strength is to be forwarded to Catering Manager and DIO.

***PA to Base Commander**
- Answer calls, take messages and pass to Base Commander.
- Maintain/update the Base Commander daily calendar.
- Answer questions of general nature on behalf of the Base or pass to relevant person for staffing.
- Deliver and collect Base Commanders mail and action as requested by Base Commander.
- Carry out tasking from Base Commander when instructed.
- Maintain the Annual Appraisals and Reports Register and raise reports as and when required.
- Secure Cabinets - Carry out SY SOP's in accordance with JSP 440 within the PAs Office whenever the office is unmanned.
- Maintain Tea and Coffee stock. Manage monthly stipends and maintain cash sheet.
- Update the Commanders photo Board.

**RM (FM) Clerk**
- Maintain the RM and Registry files (review/archive/destroy as necessary).
- Ensure Building Custodian Register checks are carried out monthly and update the Register when necessary.
- Provide Admin Support for the increased numbers of Service Personnel visiting Ascension Island Base.
- To provide the following services via the Joint Personnel Administration (JPA) system:

- Carry out full arrival administrative procedures on military personnel joining the Unit.
- Process pay statement, leave of absence & local service allowance queries.
- Process all military personnel administrative queries, e.g. LSAP via the recognised channels
- To be fully acquainted with your duties on call of the ‘Major Incident Plan', in that you are to report either physically or by telephone to your supervisor prior to attending the RMC for admin duties.

**Other Tasks**

Carry out any other task within your capabilities and experience in support of the Contract as directed by the Business Support Manager or their representative.

**What we are looking for**
- GCSE in English and Maths (Grade C and above) or equivalent
- Working in an office environment
- Working without direct supervision, will develop own skills, and take responsibility
- Maintain and improve management systems
- Problem solving/multi-tasking
- Meeting deadlines
- Excellent communication skills with a diverse range of people
- Experience of using software programs, good computer skills including Word, Excel, Outlook (mail merge), other databases.
- Driving licence.
- Accounting Qualification (Desirable)
- Must be polite, well manner, tactful and discrete.
- Company Values will be embraced and reflected in behaviour.
- Must be honest and reliable.
- Will be well-organized, a motivated team player who is keen to learn.
- Has a ‘can do' mature attitude, is flexible, reliable and self-motivated; will have an open approach, pass on knowledge, their experience and show willingness to assist others.
- Will develop positive, supportive working relationships with team and colleagues.
- Able to deal effectively with sensitive issues.
- Regards personal and plant safety as priority.
- Willingness to undertake further training.
- Keenness to pro-actively improve housekeeping

**Additional details**

Mitie will pay a competitive salary, monthly site allowance and bonus. Hours of work are 47.5 per week. The contract duration is 27 months with 74 days leave excludi