Executive Support Officer

Location: This role can be working on a hybrid basis, further details will be agreed by the hiring manager and discussed at interview.
Team purpose: To provide an effective and efficient leadership support service support to the Council's executive team so that they can achieve the goals and actions within the Council Plan.
Job purpose: To provide an effective business administration support service as part of the Executive Support Team. Core accountabilities:
1. Arranging meeting/event dates and details, including administering Assistant Director meetings.
2. Email management and dealing with enquiries, screening and directing calls.
3. Managing correspondence including writing routine letters and emails and ensuring timely replies.
4. Maintaining files/folders/documents in a confidential and secure manner.
5. Booking travel/accommodation.
6. Undertake logger duties in the event of an emergency situation, supporting the Council's Emergency and Business Continuity Plans.
7. Ordering stationery/other items.
8. Supporting financial processes through setting up Purchase Orders and the payment of invoices.
9. Production of the weekly Stay Connected and Member newsletters.
10. Co-ordination of the Star Awards and other employee recognition events.
11. Supporting corporate events.
12. Note taking for confidential HR meetings and providing additional recruitment co-ordination support as required and in liaison with the HR Support Officers.
13. Build and establish effective relationships with key stakeholders, demonstrating political sensitivity, tact and diplomacy.
14. Production of a range of reports or other documents using a range of software including Word, Powerpoint, Excel, etc.
15. General administrative duties as requested by the Executive Support Team Manager or SLT members.
16. Support the Council's approach to equalities and diversity ensuring that our services and policies identify, address and promote the needs of our diverse community. This includes the need for safety of children and other vulnerable people.
17. Take personal responsibility for the relevant aspects of the Council's Health and Safety Policy.
18. Ensure awareness and compliance with the Council's policies, Code of Conduct and Constitution.
19. Assist in managing risk within the service.
This list is not exhaustive and the post holder is expected to take on other responsibilities and activities commensurate with the grade and standing of the post, as may reasonably be required., At BSS, we uphold the highest standards of screening and trust for every role. Successful applicants will undergo a comprehensive pre-compliance process in line with the Baseline Personnel Security Standard (BPSS). This includes:

• Identity Verification: Confirming the authenticity of your identity documents.



• Employment History Checks: Reviewing your occupation history for the past 3-5 years (depending on client requirement).



• Right to Work Verification: Ensuring you have the legal right to work in the UK.



• Unspent Conviction Check: Conducting a Basic DBS Check to reveal any unspent convictions.


These checks are crucial in ensuring a secure and trustworthy work collaboration, aligning with best practices used in government and public sectors. While primarily standard in these sectors, our adoption of pre-compliance checks across all roles reflects our commitment to maintaining the highest standards of integrity and trust in our recruitment process.


• GCSE English and Maths or equivalent


• NVQ3 in Business Administration or equivalent qualification/experience

Knowledge

• GDPR, confidentiality and data security


• Knowledge of local government policies, procedures and practices

Skills and Abilities

• Organised and detail conscious


• Consultative and approachable, excellent interpersonal skills and able to communicate at all levels with tact and diplomacy


• Strong ICT skills across all Microsoft products particularly Word, Excel, Teams and PowerPoint


• Resilience to cope with a busy workload and juggle competing priorities


• To be methodical, work as part of a team and using own initiative


• To be flexible to meet the demands of the service

Successful experience in

• Experience of business administration within a busy team


• Working within a large, complex organisation

Special requirements & employee screening checks required for successful applicant

• A valid driving license and own car or the ability to travel as required are essential (reasonable adjustments may be possible according to the Equality Act), Do you have knowledge of local government policies, procedures and practices?


Education:

• GCSE or equivalent (preferred)


Experience:

• Local Government: 3 years (preferred)


Licence/Certification:

• NVQ3 in Business Administration or equivalent qualification (preferred)
  
  £17.64 an hour - Full-time, Temporary contract