Executive Support Officer
£32,430 - £34,794 pa
EQUALITY AND DIVERSITY
We are committed to and champion equality and diversity in all aspects of employment with the London Borough of Newham. All employees are expected to understand and promote our Equality and Diversity Policy in the course of their work.
PROTECTING OUR STAFF AND SERVICES
Adherence to Health and Safety requirements and proper risk management is required from all employees in so far as is relevant to their role. All employees are expected to understand and promote good Health and Safety practices and manage risks appropriately.
Overall Purpose of Job
To provide efficient, effective and professional support to a Director.
To be part of the Executive Support Service, providing flexible support to a Director as well as continuous cover and delivering against consistent standards.
To maintain good relationships, provide effective communications and liaison between relevant Directorates, with the Chief Executive’s office, Mayor and Members, external bodies, Members of Parliament, Government Departments, partners and other stakeholders.
Key Tasks and Accountabilities
Key tasks and accountabilities are intended to be a guide to the range and level of work expected of the post holder. This is not an exhaustive list of all tasks that may fall to the post holder.
- To provide professional high level administrative support to the Director.
- To ensure that a complex schedule and electronic diary is maintained accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately.
- To arrange meetings including the co-ordination of diaries, circulation of agendas/papers, accommodation bookings, refreshments and taking action notes.
- To organise, bring forward and prepare papers and other documents for meetings.
- To deal with a range of callers in a professional and courteous manner, including dealing effectively with Councillors, MPs, Chief Officers and other senior managers.
- To maintain and develop office management and admin systems including electronic filing, archiving arrangements, retrieving documents.
- Ensuring that correspondence and documents are filed/scanned on a regular basis, and to dispose of documents in accordance with retention policies
- To personally support the Director to assess the urgency of situations and effectively prioritise work
- To book conferences ensure transport and accommodation arrangements have been confirmed.
- To maintain high levels of sensitivity in relation to personal, confidential and sensitive issues.
- To prepare confidential and sensitive correspondence, reports, statistical data including cabinet and committee reports and other documentation using word processing, electronic mail, desk-top publishing, spreadsheets and computerised database systems.
- To draft a range of correspondence on behalf of the Director, including letters, e-mails and statistical data. This may involve undertaking enquiries through web based media or other means.
- To monitor casework/correspondence for the Service area on behalf of the Director including MP’s, Members, residents and other stakeholders. This ensures deadlines and quality checks are adhered to, as well as any Freedom of Information Requests, and includes liaising with other Directorates and officers as necessary to ensure matters are resolved quickly and effectively.
- To maintain close contact with Members, managers, other Heads of Service/ Directors, providing advice as to matters in hand, appointments and disseminating information.
- To monitor the provision and progress of various documents, reports and other information in accordance with agreed timescales.
- Collating sensitive information for the Director e.g. Appraisal scores, sickness and holidays.
- To help promote the Council’s image and reputation by ensuring that the Directorate provides a professional, courteous and effective service at all times
- To be a team player, with the ability to work independently, be flexible and able to use own initiative.
- To liaise with the Mayor’s Office and Chief Executive’s Offices, keeping a log of key actions.
- Knowledge of the role of providing executive support and the types of support a senior manager might expect
- Detailed working knowledge of Microsoft office package including Word, Excel, Power Point and use of internet
- Knowledge of customer care
- Knowledge of performance management procedures and how to support staff.
- Knowledge of the Council’s strategic objectives and how the Council is delivering through each Directorate these key priorities.
- Appropriate administrative qualification or equivalent level of attainment which may be work-based rather than academic
- Experience of creating, developing and implementing office systems and procedures
- Experience of dealing effectively with customers face to face and on the telephone
- Experience of organising meetings including agenda management and taking action notes.
- Experience of maintaining complex diaries
- Experience of managing senior level meetings and contributing effectively to their running and delivery of priorities.
- To manage the Business Support Assistants allocated to the Directorate ensuring supervision and performance targets are set as per procedure.
- To manage non performance and procedural issues such as sickness and appraisals ensuring the correct policies are followed.
SKILLS AND ABILITIES:
- Good written and verbal communication skills (including spelling, grammar, punctuation and numeracy)
- Ability to communicate with a variety of people at different levels
- Ability to work effectively as part of a team
- Ability to work on own initiative and manage a significant and varied workload with competing demands
- Ability to prepare reports and documents e.g. presentations from text
- Excellent IT skills
- High level support skills to Director
- Highly organised
- Attention to detail
- Ability to develop and maintain good, productive working relations with Members, managers and staff in a highly customer focussed environment
- Ability to apply a logical and practical approach to problem-solving and to deal with problems both constructively and effectively.
- Ability to pro-actively resolve conflicts and problems rationally and to effectively obtain a satisfactory resolution/outcome.
- Ability to deal diplomatically with difficult situations and individuals
- Ability to think creatively and come up with innovative solutions
PERSONAL STYLE AND BEHAVIOUR:
- Demonstrate a professional approach and commitment to customer service
- Flexible, pro-active and responsive approach to work
- Able to maintain confidentiality and sensitivity in all circumstances
- Ability to influence and deal confidently with senior managers and other internal/external stakeholders.
- Good organisational skills with an eye for detail
- Highly developed persuasive communication skills in order to act with sensitivity and tact, to inform, advise and persuade, and have the confidence and ability to deal with a wide range of people and situations, both verbally and in writing, including in relation to highly confidential and sensitive material
OTHER SPECIAL REQUIREMENTS:
In conjunction with other staff, provision of telephone/reception cover between 8am and 6pm.
Post Holder will be expected to travel and work cross Borough between Newham and Havering to support the Director
The London Borough of Newham is a Disability Confident employer. Candidates who declare that they have a disability in accordance with the Equality Act 2010 and meet the essential criteria as specified in the Job Profile will be guaranteed an interview.
Priority consideration on all advertised roles will be given to London Borough of Newham Redeployees.
The London Borough of Newham is committed to safeguarding and promoting the welfare of children, young people and vulnerable groups and expects staff and volunteers to share this commitment.
Please be aware that a Disclosure and Barring Scheme (DBS) check will be required for any position with access to these groups under the provision of the Rehabilitation of Offenders Act 1974.
In addition, the Authority reserves the right to request employees undertake a basic disclosure check (Disclosure Scotland) where required for the role this includes anyone who has access to (or information obtained directly from) a government database, or has a GCSX account. These posts will be required to have a Basic Disclosure Scotland check as per the requirements of BPSS (Baseline Personnel Security Standards).
Should you require any help or advice with your online application, please contact the Recruitment Help Desk on: 0203 373 0909.
For further information and/or an informal discussion please contact Susan Spencer on 020 3373 1088 or email firstname.lastname@example.org