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Job Description Job Description Title PA to The Countess of Leicester – maternity cover Location: Holkham Hall, Wells-next-the-Sea, Norfolk Reporting to The Countess of Leicester Lateral relationships PA to The Earl of Leicester, Hall team, PA to the Managing Director The Holkham Estate The Holkham Estate extends over 25,000 acres and has an annual turnover of over £19m. The land and property-based enterprises include residential lettings, commercial lettings, property maintenance and development, farming, forestry, country sports, an inn, a holiday park, beach and car parks. The operations centred on Holkham Hall include day visitors, catering, filming, corporate indoor and outdoor events and concerts. See www.holkham.co.uk for more information. Estate Policy Our vision is to see Holkham as the UK’s leading rural estate against which others will measure their own success. Our purpose is to manage Holkham as a progressive commercial operation set within a thriving local community where rural values are upheld. The aim is to ensure the long-term prosperity of the Estate and of those who live and work on it. Overall Job Purpose The role of the Personal Assistant to Lady Leicester is to enable Lord and Lady Leicester and their family to maintain a happy and balanced family life within the context of a home that is open to visitors, in the middle of a thriving collection of rural businesses. The purpose of this role is to provide flexible, timely and focused support to Lady Leicester so that she can effectively balance the varied and intense demands of her involvement in various local charities and family life while maintaining her preferred level of control and privacy. It is essential to be able to work both pro-actively and reactively to meet the needs of the role, anticipating any issues that may arise and need to be resolved. The role will also require excellent organisation skills and attention to detail as well as the need to work effectively with the private staff and wider Enterprises team. The ability to communicate effectively and work with absolute discretion, sensitivity and trust are paramount. Specific Duties The following is intended to provide guidance as to the duties but it is not exhaustive. Specific duties will include: • Diary management and organisation of estate business, charity, family and private meetings and appointments as requested by Lady Leicester. 02/02/18/JH • Assisting Lady Leicester with the children which may include booking courses, events and travel, answering invitations, organising bags and transport for events and school. • Being the primary office contact for Lady Leicester answering telephone enquiries and recording and passing on of messages. • Responding proactively to the regular administration work generated to support Lady Leicester to include: ordering school uniforms and kit, paying of bills/banking, insurance, expenses, IT support, selection and wrapping of presents, staff birthday cards and booking of courses for private staff. • Providing support for the Estate events organised by Lady Leicester to include research and purchasing of items as requested for our Christmas, Easter and Halloween events and temporary exhibitions in the Hall. • Arranging travel and accommodation for Lord and Lady Leicester and the family to include researching of travel options/costs and preparing various options for consideration. Once the preferred option is selected, to book and arrange payment and produce travel itineraries as required. • Producing appendices/events sheets for private hall events, corresponding with guests to confirm attendance/arrangements and providing instructions particularly for guests staying in the Hall. • Research work as directed by Lady Leicester to include: researching material for speeches/talks; obtaining biographies for guests staying and/or dining at the Hall or guest speakers for meetings; and research for personal events such as children’s parties. • Proactive maintenance of files in electronic and paper format for business, family and pet administration. • Conducting business correspondence by email and letter as required. • To provide PA support to Lord Leicester in the absence of his PA. • Although the children are older now, to be willing to assist if necessary with occasional driving and to help in the Family Wing over the boarding school holidays. 02/02/18/JH Skills/Knowledge/Experience and Personal Qualities • Polished individual with excellent interpersonal skills • Discrete, organized, flexible and modest • Well presented • Meticulous attention to detail • Creative with strong problem-solving skills • Team player who can communicate at all levels • A positive attitude and an ability to work calmly under pressure • Strong administration background • Excellent IT skills, particularly in Outlook Calendar • Research skills • Event organisation experience • Ability to demonstrate the five Holkham Behaviours 02/02/18/JH HOLKHAM ESTATE 5 BEHAVIOURS MUTUAL RESPECT • The customer comes first • I work safely and take care of other peoples’ safety • I treat customers and colleagues with respect • I am open, honest and share my feelings to build trust • I manage my workload and ask for help when needed • I use the appropriate communication method • I maintain a professional appearance at all times TEAM WORK • I work together with others to achieve • I develop and value strong, supportive relationships • I resolve any conflict and support my colleagues • I am self-aware and consider what I have done in the situation that I find myself in CHALLENGE • I am enthusiastic, energetic and committed to work to the best of my ability • I resolve difficult situations/will take the hard decision • I learn from success and failure and take action to improve • I have the courage to think creatively • I encourage change and am honest about any fears I have CONTINUOUS IMPROVEMENT • I understand our vision • I take action now • I do my work properly the first time • I want to get better and better at what I do • I focus on solutions • I contribute to the process GO SEE • I am visible and listen to colleagues and customers • I engage with customers to build relationships • I make people feel welcome • I meet customer expectations • I have a “can do” attitude 02/02/18/JH .
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