<p> Sleep Scotland</p><p>Job Description and Person Specification</p><p>Job Title: PA and Office Manager </p><p>Reporting to: CEO </p><p>Location: Sleep Scotland Office, Edinburgh </p><p>Hours: 28 per week </p><p>Working Pattern: Monday to Thursday, 0900hrs to 1700hrs.</p><p>Salary: £20,000 to £23,000 (pro rata) per annum, depending on experience </p><p>Main areas of responsibility: </p><p>PA to CEO: </p><p> Make appointments on behalf of the CEO </p><p> Screen and manage enquiries and requests – telephone calls, emails and post - handling them when appropriate </p><p> Manage CEO’s pending calls, enquiries and actions files ensuring that items and tasks are dealt with in a timely manner </p><p> Arrange accommodation and travel and process CEO’s business expenses </p><p> Ensure that the CEO is well-prepared for meetings and conferences, including communicating with external agencies and creating and amending power-point presentations</p><p> Negotiate terms and appearance fees with external organisations on behalf of CEO </p><p> Maintain CEO’s working files (e.g. presentations, minutes etc.) </p><p> Provide support to the Sleep Scotland Board of Directors where required </p><p>Office management and general activities: </p><p> Secretariat to team & management meetings</p><p> Manage, organize and maintain office diary </p><p> Building facilities management </p><p> Arrange and provide support at video conference meetings of Lead Sleep Counsellors  Manage stationery procurement and budget </p><p> Manage telephone cover rota for the main Sleep Scotland number  Answer incoming calls as part of the telephone cover rota </p><p> Research and fully resolve telephone and email enquiries on behalf of Sleep Scotland </p><p>Sleep Scotland Board:</p><p> Servicing Board meetings</p><p>Person specification: </p><p>Experience: </p><p> Experience of providing secretarial / administrative support to senior member of staff, including diary management, organising meetings and progress chasing </p><p> Experience of using IT in an administrative context, in particular Microsoft Access, Word, Power Point and Excel </p><p> Experience of developing and maintaining efficient office systems </p><p> Experience negotiating effectively via telephone </p><p>Skills and Abilities: </p><p> Excellent organisational skills, including the ability to manage own workload to meet priorities and deadlines </p><p> Able to communicate effectively and build rapport with others, both over phone and email </p><p> Ability to maintain a professional and confidential attitude with regard to all aspects of the post </p><p> Ability to create accurate and concise written material, such as reports and power point presentations </p><p> Ability to use own initiative to identify and address problems, and produce solutions to work-related issues </p><p> Able to work effectively as part of a team </p><p>Qualities: </p><p> Tactful, diplomatic and approachable </p><p> Recognises the importance of attention to detail </p><p> Proactive and efficient </p><p> Flexible and committed  Discrete </p><p>Desirable:</p><p> Interest in the voluntary sector </p><p> Interest in Sleep Related Information </p><p>Further information: </p><p>This appointment is for 12 months initially (subject to a satisfactory 3 month probationary review) and may be renewed dependant on future funding </p><p>This Job Description is a general statement of the duties and responsibilities that the post holder is expected to undertake. It may change from time to time to reflect the changing nature of the post. </p><p>Appointment is subject to satisfactory references and a standard disclosure check </p>