Main purpose of post Executive Support Officer

• Provide a professional and comprehensive support function to a range of Directors and senior managers
• Work collaboratively as part of a team of Strategic and Executive Officers to ensure the council delivers an efficient and effective service to our citizens, stakeholders and partners.
• Support and contribute to a range of projects as allocated and drawn from the Divisions work programme, contributing to the delivery of innovative policy, customer intelligence, equalities, business improvement and/or quality assurance, by providing analytical and research support in particular.
• Build and maintain professional contacts and relationships with a wide variety of stakeholders including senior representatives of the council, councillors and other public, private and third sector organisations.
• Co-ordinate and manage workloads to ensure that the needs of the Directors and their direct reports are met according to the demands of the service.

Note: the role may be assigned to work to an individual or group of officers depending on the needs of the service. The postholder will be required to work flexibly across the council. They will be required to take on project assignments which will involve working collaboratively with colleagues across the council and our residents.

Key Unit Accountabilities Executive Support Officer

• Maintain an up to date understanding of the relevant functions, operations, programmes, priorities and issues of the Council, councillors, key external public and private sector partners.
• Exercise a high degree of discretion and sensitivity in dealing with internal and external stakeholders, councillors and partners, and showing a particular awareness of political sensitivities.
• Work independently as part of an Executive Support team, supporting collaboration, matrix working and team performance.
• Operational requirements including
• Act as single point of contact for a senior officer (or group of officers)
• Manage the daily diary and correspondence on behalf of a senior officer (or a group of officers) ensuring communications are dealt with in an efficient and effective manner with the ability to prioritise accordingly.
• Manage and respond to enquiries and referrals on behalf of senior managers as appropriate.
• Minute meetings and producing documents and presentations.
• Maintain efficient and appropriate electronic filing systems in line with council policies and procedures.
• Prepare strategic and high level briefings and presentations across the councils business for Director as required.

Knowledge of office management practices and procedures

A strong understanding of working in complex organisations and the importance of public service, ethics and standards, partnership working and customer care.

Strong working knowledge of technology including MS Office suite (Word, PowerPoint, Excel, Visio, Project),

Understanding of different computing platforms and their uses (including desktop, tablets, smart phones) and knowledge of new and emerging technologies

Knowledge of officeprocedures in relation to document management, flexible and new ways of working

Experience Executive Support Officer

Experience of providing PA support, in a busy and demanding environment.

Experience of project based work

Experience of multi-tasking, managing priorities and working under pressure to tight deadlines

Experience of work at a high level of advocacy and sensitivity in dealing with contentious information.