Vacancy overview


Vacancy Executive PA/Office Manager
Employer NSAR
Vacancy type Job
Reference number Exe5516
Form of employment Full Time
Salary / Rate £45,000 - £45,000
Hours Not specified
Published 10/10/2025
Closing date 24/10/2025

Description

To be organised, enthusiastic, professional and proactive in providing administrative support the CEO and the wider team and managing the office premises.

NSAR (the National Skills Academy for Rail) is a not for profit membership organisation operating within the Rail sector.  We work with the rail industry and training providers, government and other industry bodies to support various initiatives to promote the industry – including Skills, Apprenticeships, Quality Assurance, Policy and Data insights.

Duties

Executive PA Responsibilities:

  • Providing secretarial and administrative support to the CEO;  
  • Arranging travel, visas and accommodation and, occasionally, travelling with the CEO to take notes or dictation at meetings or to provide general assistance during presentations ;
  • Extensive diary management for the CEO and wider NSAR Senior Management team;
  • Email management, and composing correspondence on behalf of the CEO;
  • Carrying out background research and presenting findings to the CEO and wider NSAR Senior Management team;
  • Organising and attending meetings and ensuring the CEO is well prepared for meetings;
  • Organising and attending Board/Senior Management meetings. Create and distribute the agenda, minute taking, distribution of action plan.

 

Office Management/Administrative Responsibilities:

  • Operating the Reception area, meeting and greeting visitors at all levels of seniority;
  • Screening phone calls, enquiries and requests, and handling them when appropriate. Arranging conference calls where required;
  • Office management; liaising with suppliers, building management; handling office maintenance, liaising with vendors and ensuring the smooth running of the office;
  • Management of office supplies such as stationery, refreshments etc, and replenishing as required;
  • Dealing with all incoming emails and post, responding to routine correspondence;
  • Devising and maintaining office systems, including data management and filing;
  • Producing documents, briefing papers, reports and presentations;
  • Arranging events, sourcing venues, booking hospitality and any other ad hoc duties related to these events;
  • Liaising with stakeholders, members and clients, assisting them where appropriate;
  • Ensuring meeting rooms are adequately prepared for meetings in a timely and professional manner;  
  • Act as Health and Safety champion (including Fire Warden duties, and acting as First Aid Appointed Person);
  • Managing petty cash;
  • Working collaboratively with the rest of the NSAR team to prioritise business and information needs;
  • To undertake any other duties at the request of a manager which are commensurate with this role;
  • Undertake ad hoc reports and administrative duties for the wider NSAR team as required.

Essential criteria

  • Excellent attention to detail, and thorough administrative skills;
  • Demonstrable customer care skills with a customer centred approach to problem solving;
  • Able to work on own initiative and as part of a small team;
  • Excellent literacy and numeracy;
  • Discretion and political sensitivity;
  • Self-motivation, commitment and enthusiasm and the ability to work calmly under pressure;
  • Excellent IT skills with a good working knowledge of Outlook, Word, Excel, Publisher and use of Internet;
  • Credibility and integrity and an ability to be an effective ambassador for the organisation;
  • Strong attention to detail;
  • Positive outlook, willingness to learn and develop own skills;
  • Excellent planning, prioritising, organisation and time management skills.

Additional information

Whilst this role profile is not intended to be extensive, the post holder will be expected to undertake additional tasks as and when requested by their Line Manager.

Head Office – Hybrid – with at least 3 days in the office based in Vauxhall

Documents

  • No documents available
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