Job Category : Sec / Admin
Location : West Offices, Station Rise, York, YO1 6GA, North Yorkshire Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:30
Salary: £14.60
Supporting York and North Yorkshire Combined Authority
Job context
York and North Yorkshire Combined Authority (the Combined Authority) is a public sector employer with access to powers and funding to unlock transport and housing improvements, boost skills provision and help the economy transition to net zero. Making the most of the combined strengths of the city region and rural powerhouse, the Combined Authority is a long-term commitment to shaping a brighter future for generations to come. By working for us you will play a part in making positive changes, unlocking investment, supporting business and communities to thrive, and creating new and better opportunities for people that live and work, here. This will be diverse and busy role.
• The post holder is required to work with colleagues and members at every level within the organisation and with external customers and partners.
• The nature of the work requires a flexible approach and a good awareness of civic and political protocols always ensuring a high level of confidentiality.
• The post-holders will often deal with complaints and enquiries from MPs, Councillors, members of the public, government departments and colleagues at all levels and will need to manage these in accordance with the organisational procedures, ensuring accurate records are maintained.
• Whilst post-holders will be nominated as a key contact for a specific senior officer or member, they will be expected to have the skills, ability, and confidence to cover and provide wider support to other senior officers within the organisation.
• This role involves spoken communications, so a confident use of English language is required.
Person Specification
Essential upon appointment
Knowledge
• Sound understanding of the application of use of ICT software including email, word processing, spreadsheets, presentations, and databases.
• Sound knowledge of common office practice and procedures.
• Good understanding of local government legal and administrative procedures.
• Awareness of issues relating to confidentiality and data security.
• Good understanding and commitment to high quality services and customer care.
• Knowledge of civic and political protocols relevant to the role
• Knowledge of working to statutory and legislative standards relevant to the position.
Experience
• Significant experience in the use of office software.
• Public Sector, Local Government, or similar experience.
• Strong organisational skills and experience.
• Secretarial support including diary management.
• Experience of working a busy office and providing secretarial support.
• Experience of working with complex reports or information to tight deadlines.
• Experience of assessing incoming queries and information and correctly prioritising them.
• Experience of dealing with competing demands from customers.
• Experience of providing information (including confidential and sensitive information) and advice across a wide area to the highest standards of customer care.
• The ability to converse at ease with customers and provide advice in accurate spoken English.
• Experience of dealing with distressed or angry customers.
• Experience of providing support to senior managers.
• Experience of noting down minutes in meetings.
• The ability to influence and negotiate with colleagues at all levels including those in senior positions.
Occupational Skills
• Excellent ICT skills with ability to use a keyboard with speed and accuracy.
• Ability to accurately prepare text from recorded audio instructions and other technologies.
• Ability to produce an accurate record of meeting discussion and actions.
• Excellent organisational skills and ability to manage own workload as well as the senior officer/member you are supporting.
• Ability to problem solve and to make decisions.
• Ability to process and/or monitor financial information.
• Ability to communicate effectively in writing, using existing documents, formats, and styles and to complete accurate written records.
• Ability to use IT applications and understanding of how technology can be used to effectively support administrative processes.
• Ability to successfully persuade, influence or negotiate with people in difficult situations.
• Ability to obtain and present information from a variety of sources.
Professional Qualifications/Training/Registrations required by law, and/or essential for the performance of the role
• Level 3 qualification in Business Administration or equivalent
• Good literacy and numeracy skills to Level 2 or equivalent
• Ongoing commitment to development
Other Requirements
• Ability to work to tight deadlines ensuring accuracy and efficiency.
• Ability to attend meetings outside of normal business hours, where necessary.
• Ability to use tact, diplomacy, and discretion.
Behaviours
• Be a visible and enthusiastic team member, encouraging partnership working across the organisation.