Executive Support Officer/Admin/PA

Temporary Executive Support Officer/Admin/PA

Reference no:  Greenwich RQ880109

Pay Rate: £14.84 per hour PAYE 

This opening assignment is for 5-6 months

Proven minute taking skills and experience are essential for this role.

The purpose of the role is to support to the Assistant Director for Health and Adults Services.  To deliver a full range of administrative duties to ensure that Council services are delivered professionally and efficiently.

Job holder at this level will require a thorough understanding of all relevant Council systems and processes and be able to deal with less routine queries/issues. Job holder will be managing their own day to day work and will require a level of initiative to react to changing priorities and work circumstances in order to meet clear objectives.

Key Responsibilities:

• Provide a confidential and comprehensive support service to members of the Directorate Management Team, including generating correspondence and notes from written material, maintaining diaries and appointment systems, organising, attending and minuting meetings as required.
• Assist DMT members in their overall management and planning responsibilities.
• Word process complex documents to ensure high quality accurate documents are produced for senior officers. Create presentations and spread-sheets using software packages to support senior officers in delivering their work.
• Lead on enquiries from other directorates, elected members, staff and external partners on behalf of the Assistant Director, ensuring appropriate response is given that enquiries are prioritised according to urgency and importance.
• In the Assistant Director’s absence, to ensure that matters of urgency are identified and passed to the appropriate senior manager for immediate action.
• Organise meetings, training, seminars, conferences and workshops as required, many involving multi-agency participation, to book rooms, venues, organise catering, travel.
• Co-ordinate document processing and manage the overall collation and distribution of documents and papers for strategic level internal and partnership meetings.
• Work as part of a team, proactively supporting colleagues or service managers when required.
• Administer the RSA remote token distribution for the directorate, order tokens for new staff and check regular reports to ensure tokens are being utilised.
• Communicate effectively with members, Chief Officers and other staff across a range of partner organisations, community groups, and the public as required.
• Ensure that actions delegated by the Assistant Director are tracked for progress, chased with managers and where necessary, brought to the attention of the Assistant Director.
• Ensure that office systems allow information to be managed confidentially.

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:

***Qualification details and any other experience/skills relevant to the job role to help support your application (and help us to help you!) – please give full details within your CV document.

Skills & Experience:

1. Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
2. Experience in minute taking for high level panels and board for the directors – essential to role.
3. Experience in diary management.
4. Knowledge of responding to complaints & enquires.
5. Knowledge and experience to organise meetings, training, seminars, conferences and workshops as required, many involving multi-agency participation, to book rooms, venues, organise catering, travel.
6. Experience to communicate effectively with members, Chief Officers and other staff across a range of partner organisations, community groups, and the public as required.
7. Experience to work as part of a team, proactively supporting colleagues or service managers when required.
8. Strong IT skills including Microsoft packages or equivalent (e.g. G Suite).

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.