PurposeofroleExecutiveSupportOfficer
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Toprovideahighlyprofessional,flexible,andresilientexecutivesupportservicetotherelevantDirectorandAssistantDirectorswithintheCouncil,supportingservicedelivery,processimprovementsandchange
Toprovideefficientandeffectiveadministrationservicesasdirectedandmaintainmanagementinformationsystemsrelatingtothedirectorateandservicesbeingsupportedunderthestrictestofconfidence.
KeyObjectivesExecutiveSupportOfficer
1Toprovideahighlyeffective,efficient,andconfidentialadministrativesupportservicetotherelevantDirectorandAssistantDirectorincluding,correspondence,reports,mail,diaries,appointmentsandminutetaking.
2Toadministerarangeofmanagementinformationsystems,includingcorrespondence,dataprotection,trainingdevelopmentrecords,complaints,creditcardspend,andareasofbudgetsasdirected.
3ToliaiseandconsultwithSeniorManagers,ServiceManagers,ElectedMembersandstaffwithinteamstoensureservice-relatedqueries/issuesaredealtwithinanefficientandeffectivemanner
4TobeafirstpointofcontactinrelationtoqueriesfromElectedMembers,ChiefOperatingOfficer,Directors,seniorofficersandotherstoensurethatthesequeriesaredealtwitheffectivelyandinaprofessionalmanner.
5Torespondtotelephone,writtenandelectronicallydeliveredqueries,co-ordinatingpatchproblemsandcomplaints,andensuringthattheappropriateinformationandadviceisprovided.
6Tosupporttheteam(s)/service(s)assignedtowiththeutmostprofessionalismandpositivity,withawillingnesstolearnnewprocessesandsystems
7Toensuretheaccuratemaintenanceofdesignatedmanagementinformationandcontrolsystems,includingtheprocessingofinformationrelatingtohealthandsafetyandtimesheets.
8Toliaisewithexternalagencies
9Whenrequired,toprocesspurchaseorders/invoices/rechargespromptlyandinaccordancewithanyCouncilcontractualrequirements.
10Tocollatedataasdirected,ensuringtheaccurateinputandmaintenanceofdesignatedmanagementinformationsystems
11Toensurethatcustomercarestandardsaremaintainedtothehighestlevelandcomplaintsandgrievancesaredealtwithinacourteousandsympatheticway.
12ToensurealtargetsandmilestonesarekeptuptodateontherelevantPerformanceManagementSystem.
13Toprovidewrittenreportsandstatisticalinformationinanagreedformat
14Toorganiseandcoordinateinternalandexternalmeetings,includingbookingfacilities,refreshments/hospitality,assistingadminsupporttociviceventsandpreparingagendasandanyadditionalsupportinginformation.
15Toassistinworkingtowardsserviceperformanceindicatorsasstatedwithintheserviceperformanceplan
16Torecordreceiptofincomingmail,andprepare,monitorandfollowupresponses,includingcorrespondencebetweentheChiefOperatingOfficer,MPs,Electedmembers,SeniorManagementteam,officersandexternalcustomers.
12.EqualOpportunities-TheCounciliscommittedtoachievingequalityofopportunitybothinthedeliveryofservicestothecommunityanditsemploymentarrangements.Weexpectallemployeestounderstandandpromoteourpoliciesintheirwork.
13.CustomerFocus-TomeettheCouncilsStandardsofCustomerCareatalltimes.
14.CoreTasks-Toundertakeanyotherdutieswhichmayberequiredwithintheneedsoftheservicethatarecommensuratewiththegrade.
15.Health&Safety-Allemployeeshavearesponsibilityfortheirownhealth&&safetypolicy.
16.Legislation-TocomplywithDataProtectionlegislationandallotherrelevantandapplicablestatutorylegislationtogetherwithCouncilpoliciesandprocedures
17.Training&Development-TocomplywiththeCouncilspoliciesandpracticesrelatingtotraininganddevelopment,includingaregulardevelopmentappraisal.
19.Creativity-Thepostholdercancontributeideasrelatingtothetasksthattheyundertake,totheirlinemanagerforconsideration.
20.DecisionsandConsequencesThepostholderwillusuallycarryoutallocatedtasksanddutiesunderthesupervisionoftheirlinemanager.
21.WorkContext-Theabovedutiesandresponsibilitiesdonotincludeordefinealltasks,whichmayberequiredtobeundertakenbythepostholder.Thedutiesandresponsibilitiesmayvarywithoutchangingthegeneralcharacterofthedutiesorthelevelofresponsibilityentailed.Thesefactorsarereflectedinthegradingofthepost. xsngvjr
22.PhysicalDemands-Thepostisnormallyoffice-based,sonounusualphysicaldemandshavebeenidentified.