Executive Officer

EXECUTIVE OFFICER - Leeds

The Temporary Worker will provide junior management support and carry out administrative duties that are moderately complex. They will follow set procedures and will exercise some independent judgment in carrying out instructions, under general supervision.
Examples of work performed will include but not be restricted to:
- Preparing routine correspondence and checking that of others
- Compiling, verifying and reporting data
- Completing forms or reports
- Managing the workload of a small team, if required
- Liaising with internal and external stakeholders
Typical qualifications and experience:
- Five GCSE passes at Grade C or above
- Two A level passes at grade E or above or equivalent
- NVQ Management Level 3 or 4 (or suitable junior management experience)
- Administrative experience with a good knowledge of and experience in using Microsoft Office
- Excellent communication skills, both oral and written

PURPOSE OF JOB

• To provide a high quality and cost-effective administrative support service to the team.
• To be accountable for all aspects of each allocated task from outset to job completion.

• This job description should be read in conjunction with Level 2 Success Profiles Civil Service Behaviours.
• Executive Officers should be aware of and comply with compliance criteria set out in the Quality Policies and Procedures (QPP) set by the Department.
• Executive Officer should meet divisional chargeable hours target and ensure compliance with time recording guidance, keeping accurate records of time spent on files and in the office.

KEY TASKS - CASE WORK SUPPORT

The purpose of the role is to provide effective and efficient administrative support to our legal directors and the wider EG. You will need to be well organised and able to take the initiative and work closely with others and have good oral and written communications skills. The role will include:

• Case open/ closure (training provided)
• Proactively managing diaries and inbox management for Directors and Deputy Directors

• Arranging meetings & Note taking, capturing action points.
• Booking training
• Booking travel and accommodation
• Undertaking research activities as required on behalf of the team.
• Collation of weekly/ monthly reports
• Supporting/ dealing with finance, HR and IT
• Supporting delivery of divisional activities, including event support
• Ensuring new staff have relevant system access and IT equipment.
• Escorting visitors
• Managing team communications and inboxes

EXAMPLES OF PERFORMANCE BEHAVIOURS

The following are a non-exhaustive list of examples of skills and behaviour expected of an EO in the Employment Group. For further guidance, please refer to the Level 2 Success Profiles Civil Service Behaviours

• Understand how your work and the work of your team supports wider objectives and meets the diverse needs of stakeholders.
• Take responsibility for making effective and fair decisions in a timely manner. Analyse and research further information to support decisions where appropriate.
• Communicate clearly and concisely both orally and in writing.
  
• Contribute to an inclusive working environment where all opinion and challenges are listened to and all individual needs are taken into account.
• Work with others to understand their needs and expectations. Create clear plans and set priorities to meet the needs of others and the wider business.
  
• Review ways of working and suggest improvements, including how to make full use of new digital technologies.