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To provide a confidential, comprehensive, and professional administrative secretarial service to the Executive Director and Assistant Director and ensure business demands are met.
Key duties and responsibilities:
- Managing the internal and external communications of the Executive Director and Assistant Director. This will include handling internal and external telephone/email enquiries, screening calls/taking messages on behalf of the Executive Director and Assistant Director, managing emails and mail and actioning as appropriate.
- Managing the diaries of the Executive Director and Assistant Director, including arranging meetings on their behalf and co-ordinating meeting arrangements and hospitality. Develop and maintain a bring forward system on behalf of the Executive Director and Assistant Director to ensure business demands are met
- Collating documentation, including Committee and Cabinet reports and progress where necessary on behalf of the Executive Director and Assistant Director.
- Perform routine administrative/clerical duties as required i.e photocopying, scanning and work with other officers in order to ensure a consistent service is provided within the directorate.
- To undertake confidential work, such as the typing of reports, internal and external correspondence, Cabinet reports, minutes of meetings and ensure confidential/sensitive information is handled appropriately and in accordance with the Council’s Data Security Policy and Information Governance Processes.
- To receive visitors to the Executive Director and Assistant Director offices and ensure that they are appropriately welcomed and hosted.
- To coordinate travel and hotel requirements for Executive Director and Assistant Director.
- Procure goods and services on behalf of the Executive Director and Assistant Director, maintaining records, processing orders in accordance with the policies and procedures of the Directorate and financial regulations of the Council.
The candidates must have:
- Experience of working in customer service
- Significant business administration experience.
- Very good oral and written communication skills.
- Very good organisational skills and abilities.
- Excellent interpersonal skills
- Ability to deal with information that may be confidential and politically sensitive.
- Ability to deal with deal frequent unpredictable deadlines interruptions and conflicting demands
- Excellent level of administrative techniques
- Excellent time management skills
- Ability to deal with people at all levels both internally and externally
- Competent in the use of a range of computer applications e.g. Outlook, Lotus Notes and Microsoft Office
- Minimum 60 wpm typing
- Ability to minute meetings
- Ability to produce minutes on laptop as meeting is held/shorthand or speed-writing
- NVQ Level 2 or equivalent administration qualification
- Flexible approach to work by responding to the needs of the services including, at times, requirements to work beyond normal working hours
- Commitment to own continuous personal and professional development
- Strong team player, committed to an ethos of continuous improvement
- Capable of coping with and responding to pressures of the role and readily accept responsibility
- Ability to maintain confidentiality of work
- Commitment to equal opportunities and the ability to recognise the needs of different service users
- Commitment to provide a customer-focussed service
