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Civic Secretary
Start Date: ASAP
Duration: 6 Months Initially
Rate: Negotiable (Inside IR35)
Hybrid Working Arrangement: Ipswich-East of England (Suffolk)
Key Responsibilities:
- Manage the Mayor’s diary, engagements, and correspondence, including speechwriting and travel itineraries
- Organise and oversee civic events, liaising with key stakeholders to ensure seamless execution
- Provide protocol and etiquette guidance for civic activities to the Mayor, Mayoress, and external partners
- Supervise and coordinate the Town Sergeant’s duties, work rotas, and briefings
- Oversee civic budgets and expenditure, maintaining accurate financial records
- Ensure health and safety compliance for mayoral events, conducting risk assessments as required
- Assist with chauffeuring duties and the maintenance of civic regalia, vehicles, and ceremonial items
- Provide general administrative support and uphold the Council’s core values, including equality, diversity, and customer service excellence
Key Skills and Qualifications:
- Relevant experience working at secretarial/personal assistant level
- Experience in monitoring budgets
- Experience of Microsoft Office including Outlook, PowerPoint, Word and Excel
- Proven experience organisational and planning skills
- Ability to demonstrate effective written and verbal communication skills
- Diplomacy and confidentiality essential
- Will be required to work outside of normal working hours and to attend evening and weekend events.
- Current valid UK driving licence
