Personal Assistant

Location:

HMP Northumberland, NE65 9XG

Contract:

Full Time, Permanent

Salary:
Up to £37,000 per annum plus Sodexo benefits

Hours:

37.5 hours per week, Monday to Friday

Personal Assistant to the Director and Deputy Director

We are seeking a highly organised, professional and proactive Personal Assistant to provide confidential executive support to the Director and Deputy Director. This is a pivotal role that supports the effective delivery of strategic priorities, ensuring the smooth running of the Director's Office while maintaining the highest standards of professionalism, discretion and integrity.

Working closely with the Senior Leadership Team, you will be responsible for managing competing priorities, coordinating key meetings and events, supporting stakeholder engagement and ensuring the efficient operation of the office. This role requires exceptional organisational skills, sound judgement and the ability to thrive in a fast-paced and dynamic environment.

• Provide comprehensive, confidential executive and administrative support to the Director and Deputy Director, ensuring the effective management of priorities, correspondence, communications and day‑to‑day office operations.
• Manage complex diaries, balancing competing demands and coordinating meetings, appointments, visits, travel and accommodation arrangements.
• Anticipate the needs of the Director and Deputy Director, exercising initiative and sound judgement to support strategic and operational priorities.

• Plan, organise and coordinate meetings, events, visits and stakeholder engagements, including the preparation of agendas, briefing materials, presentations and supporting documentation.
• Attend meetings as required, producing accurate minutes, action logs and summary notes.
• Coordinate high‑profile visits and ensure a professional, well‑organised visitor experience that reflects the standards of the establishment and Sodexo.

• Act as a professional point of contact for internal and external stakeholders, managing communications on behalf of the Director and Deputy Director with discretion and professionalism.
• Build and maintain effective working relationships with colleagues, partners and external organisations, positively representing the Director's Office and the wider Senior Leadership Team.

• Maintain accurate, confidential records and filing systems, ensuring compliance with organisational, statutory and regulatory requirements.
• Support governance activities, including confidential access complaints, vetting processes and the maintenance of management information.
• Ensure the Management Suite is maintained to appropriate professional and safety standards, promoting Sodexo's Zero Harm culture and compliance obligations.

• Support the Director and Deputy Director in delivering strategic priorities and organisational objectives, remaining flexible and responsive to changing business needs.
• Contribute to the effective planning and organisation of establishment activities, meetings and key events, ensuring priorities are delivered efficiently and professionally.
• Act as a trusted representative of the Director and Deputy Director, demonstrating integrity, confidentiality and professionalism at all times.

• Previous experience in a Personal Assistant, Executive Assistant or similar administrative support role.
• Proven experience managing complex diaries and coordinating multiple priorities.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High levels of discretion and confidentiality.
• Exceptional attention to detail and accuracy.
• Advanced IT skills, including Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Strong interpersonal skills with the ability to build effective relationships with a range of stakeholders.
• Ability to work independently, use initiative and adapt to changing priorities.
• A commitment to Sodexo's values and behaviours.

• Experience of…