January 2014

Dear Applicant

Personal Assistant

Thank you for your interest in the above role. Enclosed is the information you will
need to assist you in completing your application. To apply for this role you must
submit your current CV along with a supporting statement no longer than 1 side of
A4. It would also be helpful if you would complete the equal opportunities monitoring
form. It is not mandatory to complete this, and the information is requested purely for
equal opportunities monitoring purposes, in line with our commitment to equality and
diversity.

Applications should be emailed to jobs@kctmo.org.uk or posted to the HR Team,

Kensington & Chelsea TMO, The Hub, 292a Kensal Road London W10 5BE. We
would suggest that you email your applications to us wherever possible, to avoid
delays.

If you have any queries, please contact the HR team on 020 8964 6058 or via
jobs@kctmo.org.uk

We look forward to hearing from you.

Closing date for applications: Midday Monday 3rd February 2014

Interview and testing: Thursday 13th February 2014

Yours sincerely

Selina Saddul
HR Advisor

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Contents
Page

About Kensington & Chelsea TMO 3

Job description and person specification 4-7

Structure charts 8-9

Terms and conditions 10

Press advertisement 11

Further information about the KCTMO can be found at www.kctmo.org.uk.

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About Kensington & Chelsea TMO
The TMO was formed in 1996 when the Royal Borough's tenants and leaseholders
voted to take over the management and improvement of their own homes. We were
the first borough-wide tenant management organisation in the UK and the only
tenant led ALMO - a not for profit company providing landlord services to almost
10,000 homes in Kensington and Chelsea.

We employ about 200 staff in offices situated around the Borough and were awarded
three stars excellent prospects by the Audit Commission in 2006.

Over the last few years the TMO has undergone change in relation to its Constitution
and Board, and more recently, in relation to the Executive Team. A new Chief
Executive, Robert Black, joined the TMO in May 2009. Robert is committed to
developing and continuously improving the TMO, in partnership with the TMO Board,
residents, staff, the Royal Borough of Kensington and Chelsea (RBKC) and a range
of external stakeholders to ensure that the TMO makes a real difference by providing
excellent services and value for money.

This is an exciting time to join the TMO and to help shape the organisation in its aim
to become the best social housing landlord in London.

Further information on the TMO can be found at www.kctmo.org.uk

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Job Description

Job Title Personal Assistant

Department Executive Assistants
Reports to Executive Assistant
Job Purpose To provide professional and high quality PA support to the designated
Operations Directors ensuring that their requirements are fully met so that
the service and directorate priorities are achieved.
Salary 20,000 - 27,100
Grade Hay 271
Hours 36 Hours per week
Location The Network Hub, 292a Kensal Road, London, W10 5BE
Responsibilities Provide a first point of contact for external customers and
stakeholders as well as internal staff. This includes contact by post,
email, telephone calls and in person.
To carry out general administrative duties including; answering
telephones, acknowledging and responding to incoming and
outgoing verbal and written communications, maintaining manual
and electronic records.
Manage and organise Directors inboxes; responding to emails
where appropriate and filing / flagging emails according to urgency
and action required as agreed.
Provide efficient and effective diary management agreeing and
maintaining a list of regular meetings and prioritising new meeting
requests to ensure that the Directors time is managed appropriately.
Arrange internal and external meetings. Book and prepare rooms;
prepare and circulate agendas and papers; take, provide and
circulate minutes; monitor follow up actions as necessary; arrange
and provide refreshments.
To create, manage and maintain office information systems to
maximise efficiency for the designated Directors.
To answer straightforward correspondence and draft replies on
behalf of the Directors and obtain approval on more complex
matters. To ensure all correspondence is replied to within target
timescale.
Act as a filter for issues or problems addressed to the Directors,

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 proactively working with colleagues to resolve.
Book travel, conference registrations etc. Ensure this is managed
effectively in their diaries and that the Directors have all the
information required e.g. tickets, travel info and maps.
Work with the Communications Team to ensure that members of
service are briefed effectively on relevant issues either by co-
ordinating other officers to prepare clear and concise briefing
information or personally drafting the required information in
conjunction with the designated Heads of Service and Directors.
To type reports and other correspondence to a high standard of
accuracy, layout and presentation.
Work in a proactive and supportive way across the Operations
Directorate supporting and covering for the PAs or EA of other
Directors/ Executive Director where necessary, with a particular
focus on supporting the Executive Assistant.
To develop strong relationships with the Directors and represent
them effectively across the directorate and when dealing with
external stakeholders.
Demonstrate sensitivity and confidentiality when dealing with
sensitive information.
Build and develop good relationships across the organisation and
with key external partners.
Proactively identify opportunities for continuous improvement;
suggesting and implementing process and systems improvements
to support the Directors and teams.
Undertake other duties relevant to the nature, scope and level of the
role as necessary.

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Person Specification

Job Title: Personal Assistant

Department: Executive Assistants

Criteria Essential Desirable
Qualifications & Strong academic record or Experience of working in a
Experience equivalent experience. social housing setting.

Previous administration or
secretarial experience in an office
environment including diary
management.

Knowledge & Skills Knowledge of providing customer General knowledge of local

care government.

A good understanding of the

confidential nature of the work.
Must posses the ability to work
with tact and diplomacy.

Excellent written and verbal

communication skills Good time
management and organisation
skills with the ability to prioritise a
busy and varied workload.

Ability to work to deadlines and

under pressure and use own
initiative in setting priorities and
deciding how the work should be
structured.

The ability to work independently,

proactively and as part of a team
when required, with a flexible
approach to changing priorities.

Experience of working with

database systems and proficient
with IT packages such as
Microsoft Office, Excel and
Outlook.

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The KCTMO Way Listens to others seeks to listen
Organisational Behaviours first and question to gain clarity
before acting.
Plans and organises work plans
effectively so exceeds targets
and is self-organised
Drives for results and
commitments shows a strong
commitment to making service
improvements and a
determination to achieve positive
service outcomes for customers.
Problem solves drives for
outcomes rather than focussing
on problems, proactive to resolve
issues and avoids escalation.
Shows customer focus driven
to provide excellence in service
and seeks to meet the needs of
customers, seeks to engage
residents and involve them
Shows integrity integrity is
acting with honesty, openness
and clarity, doing the right thing
for the right reason, shows
political awareness.
Learns from mistakes seeks
to learn from actions, using
feedback to improve and shares
learning with others.
Shows team working focus
shows commitment to working
with others and across teams to
achieve results together,
respecting and valuing each
other.
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Operations Directorate PA Support Team

Executive
Director of
Operations

Executive
Assistant

PA to Director
PA to Director
of Assets and
of Housing
Regeneration

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Organisation Structure Chart

Chief Executive

Executive Director Executive Office Executive Director Executive Director

of People and Manager of Operations of Financial
Company Secretary
Performance Services and ICT

Assistant Director Health, Safety and

Head of Customer
Performance Director of Assets Head of Supported of Neighbourhood Facilities Manager
Servicess
Manager and Regeneration Housing Management

Team Leader Head of Assistant Director of

Project Manager Customer Services Financial Services
Head of Capital Supported Housing Neighbourhood
Team
Investment Management North

Assistant Director of Head of Investment Rent Income & Head of ICT

Customer Services
HR Strategy Lancaster West
Team
Manager

Head of Assistant Director of

Communications
Head of Contract Neighbourhood Home Ownership
Manager
Management Management South
Resident
Engagement Business
Manager Improvement
Manager

Principal Project
Accountant Environmental
Services Manager

Policy and
Improvement
Manager

Complaints Team

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Terms and Conditions

Salary

You will be paid monthly - on the 15th of the month - and your pay is to be credited to
your bank or building society.

Hours

A 36 hour week is worked, Monday Friday, but you will be expected to work the hours
necessary to discharge the duties of the position.

Annual leave

Your annual leave is dependent upon your conditions of service and length of
continuous service. The annual leave for this position is 26 days per annum and 28
days after 5 years service.

Probation

All employees have a standard probationary period of six months.

Season Ticket Loan

Interest-free season ticket loans are offered from six months service, which are paid
back in monthly instalments through the payroll.

Pension Scheme

The TMO is an admitted member of the Local Government Pension Scheme, which is
a final salary pension scheme. The scheme provides for an employee contribution of
either 5.9% on annual salaries from 15,801 to 20,400, 6.5% on annual salaries from
20,401 to 34,000 or 6.8% on annual salaries from 34,001 to 45,500. An additional
contribution is payable by the employer.

Other benefits

Access to a health scheme, modern working environment and a range of learning and
development activities.

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