We have an exciting opportunity for an experienced Secretary to join Sussex Police at their Brighton Police Station. This role will be working within the Command Team and is a temporary ongoing position.

The working hours will be 0800-1600 & 0900-1700 on rotation with other Secretaries in the team.

Role Purpose - Provision of a proactive and responsive secretarial and administrative service to Command Team members and Senior Managers

Key Accountabilities:

Act as a main point of contact and provide support to Command Teams and Senior Managers to make best use of their time
Management of email inboxes to be prioritised within the respective business areas, particularly to provide email monitoring when Senior Command Team and Senior Managers are on leave/absent. Secretary will prioritise emails as Urgent, Action, or Read
Divisional Email Inboxes to be managed and prioritised by Divisional Secretarial team via a rota to ensure cover is in place at all times
Provision of a range of secretarial services in line with the Service level Agreement, including arranging meetings, diary management, word processing, audio typing, drafting letters of acknowledgement and correspondence using standard corporate templates, assisting with other business area documents.
Provide secretarial support to the collaborative work undertaken by the Senior Command Team and Senior Manager where appropriate
Arrangement of meetings as agreed, preparing relevant paperwork and files beforehand, distributing to meeting attendees via electronic PDF documents or a link to the meeting agenda and papers / documentation, in order to ensure that all participants receive the relevant information sufficiently in advance of the meeting to prepare themselves appropriately. Ensuring the Senior Command Team and Senior Managers are fully briefed and that meetings run smoothly and effectively. Printing of meeting papers may only be provided for the Chair if required.
Provide secretarial support to meetings as required to ensure that accurate minutes are captured electronically, and actions are recorded and distributed.
Effective prioritisation of workload according to urgency
Co-ordination and maintenance of diaries, recording on-call and annual leave commitments for Command Team and Senior Managers only, booking work-related appointments, arranging meetings and other work-related engagements, ensuring that managers are appropriately briefed on their commitments and prepared for meetings.
Minuting of meetings for the wider organisation when required
Supporting with the co-ordination and arrangement of award ceremonies and 'away days' for respective business areas.
Management and maintenance of an effective and consistent electronic filing system
Answering telephone calls on behalf of the business area when required and responding appropriately, answering queries, taking messages and referring on as necessary
Arrange work-related Travel and accommodation bookings for Command Team and Senior Managers where required.
Deal effectively with all visitors and telephone calls on behalf of the business area when required and responding appropriately, answering queries, taking messages and referring on as necessary, providing high levels of customer service.
Responding or delegating work on behalf of the Command Team and Senior Managers. Following up on actions and tasks.
Provide secretarial support to unplanned and pre-planned Operations where required

ESSENTIAL CRITERIA

Advanced Microsoft Office skills.
Ability to take minutes
Good general IT literacy.
Accurate typing at a speed of at least 60 words per minute supported by a relevant qualification
GCSE English Grade C or above (or equivalent)
Outlook diary management training and experience
Strong organisational skills and the ability to produce high quality work to tight deadlines
Excellent customer services skills
Ability to appropriately handle sensitive and confidential information.
Proven track record of secretarial and office experience.
Good interpersonal skills facilitating daily interaction with a wide variety of contacts at all levels, both within the immediate team, Sussex Police and externally.
Good verbal and written communication skills.
Problem solving skills.
Willing and able to undertake training to become proficient in using additional IT and multimedia systems that are essential to the role.

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