Job Details
Job Purpose and Role:
· To provide efficient, accurate and confidential executive support and co-ordination to the Strategic Executive Board (SEB) and where appropriate the wider senior management team including Heads of Service.
· To support the Senior Executive Assistant and Executive Officers in creating, delivering and maintaining a proactive front-line service to SEB and stakeholders.
· The post holder is a key member of the Executive Support Team (EST) and is expected to work flexibly to ensure that high quality administration and Executive Assistant support is always provided, enabling members of the Strategic Executive Board and Heads of Service to function effectively and to provide a positive and efficient image of the Council.
Main Duties and Accountabilities:
The post holder should have an understanding and overview of the work of the Strategic Executive Board, including managing all incoming mail, telephone calls, messages and coordinating meetings. This will enable the postholder to fully support the Strategic Executive Board and to prioritise and manage their own workload in an informed and effective manner.
1. To always provide a professional image to SEB, Councillors, partner organisations and visitors, in line with excellent customer service standards.
2. To provide outstanding executive support to all members of SEB and the wider senior management team when required, working in a matrix style as appropriate.
3. Manages and delivers the composing and preparation of correspondence as
necessary on behalf of members of SEB, including highly confidential and sensitive items.
4. Leads on behalf of the relevant SEB members on the organisation of complex and detailed travel plans (ensuring appropriate value for money), itineraries and agenda setting. Including provision of relevant and appropriate documentation for finance, in line with Council policy.
5. To proactively ensure members of SEB are fully prepared and sufficiently briefed for events and meetings.
6. Acting as a central point of contact and ‘gatekeeper’ for all aspects of SEB members schedule of work, including flexible diary management to meet changing needs, agreeing suitable dates and times. Proactively identifying alternative arrangements to make room for key priorities, recognising priorities and what can / cannot be moved in line with SEB’s expectations and workload on a daily/weekly/ monthly basis and across the year.
7. Proactive monitoring of SEB members’ inboxes, ensuring that routine inquiries are dealt with in consultation with the relevant officers within the directorate ensuring that SEB is fully sighted on what is important and needs their attention in a timely manner.
8. Maintaining the Master Forward Plan and its interface with the key governance / decision-making platforms to avoid inconsistencies in terms of briefs, timetables, clearance protocols to ensure that the reputation of the Council in responding to corporate commissions is increased significantly.
Umbrella hourly rate – £17.95
