Transport Executive Assistant

We have an exciting opportunity for an experienced Executive Assistant to work for the Thames Valley Police at their Chiltern Transport Consortium in Bicester.

This is a temporary role until the end of June 2025 initially. You will be working Mon - Thurs = 08:00am - 16:00pm, Fri = 08:00am - 15:30pm.

PLEASE NOTE DUE TO THE POLICE VETTING CRITERIA YOU MUST HAVE RESIDED WITHIN THE UK CONTINUOUSLY FOR AT LEAST 5 YEARS AT THE TIME OF APPLICATION.

The overall purpose of the role is to: Provide efficient and effective executive support, often of a highly confidential nature, to the Chiltern Transport Consortium (CTC) Senior Management Team (SMT)

ROLE RESPONSIBILITIES

• Manage and coordinate written and electronic correspondence relating to a wide range of enquiries on behalf of the SMT, ensure all correspondence is recorded, prioritised and actioned appropriately. This can include authorities, complaints and freedom of information requests for example.
• Coordinate and manage the SMT's engagements and diary commitments, ensuring appropriate supporting material is available and the SMT member is appropriately briefed and supported at all times (including when out of the office), planning long term (annually), medium term, as well as short term (week to week) and in response to developing priorities.
• Research information, including commissioning, coordinating and collating work from other sources within the Force and partner organisations. Prepare supporting materials, briefing papers and responses to correspondence for the SMT member.
• Attend meetings to take accurate minutes, ensuring efficient distribution in a timely manner as well as ensuring the completion of delegated tasks/actions at all levels of the organisation and with external stakeholders.
• Complete horizon scanning linked to the SMT's area to ensure key strategic Force wide meetings are planned and linked to other key strategic meetings to support future planning and delivery of all other work streams that inform clear governance structures and change decisions.
• Manage the SMT's inboxes and respond on their behalf to routine matters and correspondence. Notify the SMT member of any matters requiring urgent attention, liaise with officers and staff to obtain information. Ensure force-wide communications are sent out when required.
• Coordinate departmental operations through supplier and external contractor communications, update and circulate dashboards to stakeholders and manage APTOS orders, external workshop orders, and invoicing.

ESSENTIAL CRITERIA

• Good standard of education with relevant proven participation in continued professional development, excellent literacy, numeracy and use of analytical skills.
• Experience of working within a demanding office environment, ideally with experience of working within Thames Valley Police or a large similar public sector organisation.
• Excellent interpersonal skills and the confidence to deal with individuals at all levels within the organisation and stakeholders, with high levels of diplomacy, tact, discretion and confidentiality, which are crucial to the role.
• Excellent IT skills and experience using all Microsoft applications, including Teams, at an advanced level with relevant experience in word processing, spreadsheet and database management and a desire to learn new information systems.
• Highly organised with a proven ability to work to deadlines, handle complex and diverse information, manage a substantial workload and solve problems with minimum supervision.
• Proven ability to plan a complex range of activities over short, medium and long timescales (12 months and above in advance) with the flexibility to adapt to developing situations or changing priorities.
• Experience of working in a confidential environment with a proven ability to act with integrity whilst managing sensitive information appropriately with tact and diplomacy.
• Ability to travel across multiple forces when required and work flexibly

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