Job Description

The Personal Assistant to the Managing Director is in place to offer full diary, administrative and organisational support, together with office management duties and line management to reception team. This role would suit an individual that already has experience as a PA Executive Assistant and is looking for a new challenge, ideally you will have experience gained from housebuilding andor residential construction.

In this role you will be working as both a Sales Administrator and learning from the current Personal Assistant to the Managing Director to take on responsibility for this role too.


Within the PA role you will be expected to learn how to offer full diary, administrative and organisational support, together with office management duties and line management to reception team. This role would suit an individual that already has experience as a PA / Executive Assistant and is looking for a new challenge, ideally you will have experience gained from housebuilding and/or residential construction. The other part of this role as a Sales Administrator will require you to be responsible for providing administrative support to the Sales and Marketing Director, and the team, to ensure the smooth running of the Sales & Marketing Department.



A summary of the duties for each role are listed below:

Personal Assistant:

Successfully co-ordinate and be responsible for the Managing Director's time: proactively managing diary requirements, scheduling appointments, meeting agendas, board report collation and staff updates etc. Email management and prioritising communications, together with managing complaints and preparing formal letters where required. Full Administrative support; filtering, prioritizing, re-routing and responding to queries in a timely and professional manner, both verbally and in writing. Organise a wide range of meetings and events at internal/external venues, liaising with internal / external contacts as appropriate. Ensuring all deadlines are met for key corporate activities. Awareness of key stakeholders and prioritization of meetings. Undertake a wide variety of administrative duties such as expense claims, mileage submissions, travel itineraries, accommodation & flight bookings, and events coordination etc. Respond to and resolve a wide range of queries from internal and external stakeholders. Support in compiling professional standard presentation materials and documents in Microsoft Office, PowerPoint. Deal with incoming mail as appropriate and allocate items where possible. When appropriate originate replies under own signature or prepare drafts/documentation for signature. Point of contact within the Business Unit in respect of company vehicles and mobile phone management and general office management. Regularly pulling off data from internal systems to create useful analysis reports.

Sales Administrator:

Provide general administrative support to the department to optimise the performance of all colleagues Produce weekly, monthly and other ad-hoc reports required by the business and produce and collate information for inclusion in board reports Recording and inputting sales information and data accurately onto the COIND / CRM system Ensure documents are organised in line with Vistry's compliance policies and procedures, and ensure clarity of information. Ensure all relevant Vistry Standard Operating Procedures, and all other policies & procedures are understood and adhered to, and that mandatory training requirements are kept up to date Implement Vistry's continuous drive to deliver excellent customer service by advocating the customer journey and consistently exceeding customer expectations. Assist with any internal or external audit as required in line with Vistry Values of ICQ. Process Sales Variation Orders and work with the Commercial Department to ensure POs are raised in a timely manner and payments for customer extras are received. Raise Purchase Orders for all sales running costs and action goods deliverable notes on COINS Accounts system. Ensure payment deadlines are met by processing all invoices in a timely and efficient manner.

Respond to and resolve a wide range of queries from internal and external stakeholders and customers, ensuring you conduct yourself as an ambassador of Vistry.


Hours: 37.00 per week



About the employer:


We build more than homes, we're making Vistry. Being a responsible developer and award-winning employer means we live each day through our ethos - doing the right thing. Our behaviours reflect this, as well as our values of integrity, caring and quality. Shaping all we do; they empower us to develop sustainable communities across affordable and private housing. We work in a partnership-led way, and you'll recognise our renowned brands Bovis Homes, Linden Homes and Countryside Homes. Together with Vistry Works, our manufacturing operation, and the functional support of Vistry Services, we're a proud UK Green Building Council member, UK top five housebuilder with a five-star House Builders Federation (HBF) customer satisfaction rating, and winner of many awards including Top Employer, Global Top Inspiring Workplaces, and Best for Talent Attraction and Outreach.




Requirements and Prospects:


Excellent IT skills and proficiency with MS Office Able to communicate effectively at all levels within the business Able to work as both part of a team and independently when required Confident when dealing with customers both internal and external


High attention to detail Able to produce accurate work to tight deadlines Excellent organisational skills Time management Ability to use discretion and integrity throughout their approach to work


Upon successful completion of the apprenticeship we'd hope to offer the candidate a fulltime role.



Training Provided:


You will attend Exeter College one day a week during term time working towards the Level 3 Business Administration apprenticeship.



Additional Information:


5 GCSEs to include Maths and English at grade C/4 or above