£13.31
Short Description:
To be responsible for the provision of a confidential and personal, secretarial and administrative service to the Director of Resident Services in all aspects of his/her function within the Authority.
Direct Support to the Director of Resident Services and Business Support Officer
To provide an efficient and accurate word processing service.
To liaise with Councillors, MP’s, Ministers and senior representatives of partner agencies in both the public and private sector, in matters relating to the work of the office or on behalf of the Director of Resident Services.
To carry out investigation gathering exercises on policy matters, sensitive major complaints or specific issues and produce reports and/or briefings as required.
To arrange all aspects of departmental functions, meetings, conferences and seminars including agenda planning and dispatch, travelling arrangements, provision of refreshments.
To maintain an appointment diary (using IT applications as required) ensuring that all papers and files for such meetings are completed and up to date.
To deal with incoming mail (both electronic and hard copy), redirecting as necessary both within and outside the department, to prioritise in terms of urgency and to respond on routine matters on behalf of the Head of Customer First.
To act as the coordinator for the regular meeting of DMT and other departmental meetings at the direction of the Business Support Officer – taking minutes as required, circulating action sheets and undertaking any follow up action as appropriate.
To assist in the provision of a reception point for personal and telephone callers for the Director of Resident Services Office and DMT.
To undertake any other duties as may be required by the Director of Resident Services as emergency situations demand.
Office management and General responsibilities
To pursue positively, promote and implement the Council’s Equal Opportunities Policy in relation to the duties of the post.
To be responsible for ensuring that effective file and record management systems operate across all areas of DMT activity, including brought forward systems, committee documents and key reference documents.
To assist in the provision of a comprehensive personnel and training support service to the department ensuring compliance with the Council’s determined priorities, policies and procedures.
Responsible for maintaining a central store of, and issuing stationary, ensuring that adequate stock levels are kept at all times. To order all items as required through eprocurement.
To assist in the preparation of management information relating to the Department, using new technology where appropriate.
To assist in the promotion of Health and Safety within the department.
Skills and Experience Required
At least two years secretarial experience.
At least 45wpm typing speed.
Electronic diary management and email system.
Strong Word, PowerPoint and Excel skills
Person Specification
Highly confident and professional attitude
Ability to handle confidential information with discretion
Professional and friendly telephone manner
Organisational skills and ability to prioritise workload paying attention to detail
Effective written and verbal communication skills
Be able to work well within a team
Ability to work to own initiative and stay calm under pressure