Paea

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