Job Details
PURPOSE OF JOB:
To work as part of the Executive Support Team providing a comprehensive, coordinated and efficient support service to the Council’s senior leadership, enabling Directors to deliver their strategic and operational objectives.
● To provide proactive, reliable and confidential administrative support to a Director(s) including: extensive diary and inbox management; taking meeting notes; acting as the key interface between Directors and internal and external stakeholders;
anticipating the needs of the Director(s) supported and responding accordingly.
● To work collaboratively within the Executive Support Team, providing cover for colleagues, sharing best practice, experience and expertise with the aim of delivering a resilient and flexible service.
● To assist in administrative duties across the wider Directorate as required, including administering performance indication information and Freedom of Information (FOI) Act requests; ordering and maintaining supplies using the Council’s financial
management system (CedAr); updating databases, structure charts, Gifts & Hospitality records and Forward Plans.
MAIN DUTIES AND RESPONSIBILITIES:
● Manage the Director(s) diary including arranging meetings, preparing and dispatching agendas, minutes and other documents as necessary, ensuring that the Director(s) time is utilised efficiently and they are fully briefed and prepared for each meeting and for the week ahead.
● Attending meetings and taking accurate, concise meeting notes with actions clearly defined and ensuring that actions are followed up as necessary.
● Booking rooms, organising tele/videoconferences and ordering refreshments as required.
● To act on the authority of the Director(s) in response to enquiries from senior managers, chief officers and Members, ensuring that issues are resolved satisfactorily and within a reasonable timeframe.
● Suggesting new ways of doing things and taking a proactive approach to understanding, and getting involved with, the wider strategic objectives of the Director and their division.
● Dealing professionally, politely and confidentially with enquiries from Council staff, elected politicians, members of the public and external organisations. Interpret requests for information and solve routine problems. This will include email,
telephone and face to face contact.
● Managing correspondence on behalf of the Director(s) – receiving, recording and flagging up any urgent matters and redirecting to third parties as appropriate or as directed. Handle confidential correspondence sensitively and professionally.
● Acting as a point of contact for Freedom of Information Act requests.
● Establishing and maintaining effective systems for electronic filing and information retrieval including brought forward files, day folders and requesting and collating briefings as required; keeping accurate and complete records using the Council’s
databases, including data entry and producing reports in agreed formats (spreadsheets/ tables/ charts).
● To maintain Gifts and Hospitality logs on behalf of the Director(s)
● To support the Director(s) during times of crisis and emergency.
● Assisting with discrete projects / research work as directed, which may include organising events, producing presentations, and monitoring activities to ensure the activity is delivered on time.
● Keeping an up to date support manual to ensure consistent and continuous support to Directors and enabling flexible working between members of the Executive Support Team.
● Carrying out all duties with regard to the provisions of health and safety legislation and the Council’s Equal Opportunities and Customer Care.
● To undertake any other duties commensurate with the level and responsibilities of the post.
Umbrella Rate – £27.12
