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NCC Executive Co-ordinator

3 months ago

Peterborough, Peterborough, United Kingdom CITB Full time
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- NCC Executive Co-ordinator

Number of jobs available 1 Region(s) National /*generated inline style */ City/Town Home Working /*generated inline style */ Office Location Home Based /*generated inline style */ Departmental Grade Specialist Contributor.SC2 /*generated inline style */ Post Type Permanent /*generated inline style */ Working Pattern Full Time /*generated inline style */ Salary £36, - £44, /*generated inline style */ Details

Job Title: NCC Executive Coordinator

Salary Range: £36, - £44,

Location: Home based

The successful candidate will be required to live in the UK.

CITB aims to lead the construction sector by example to ensure fairness, inclusion and respect for all. We seek to develop an organisation which reflects Britain's diverse population and our main objective is to create a culture that enables our customers to strive towards an organisational community that is reflective of today's society.

Role purpose:

To provide a proactive, high-quality and confidential, executive support service to the Executive Principal (Director) and where appropriate for specific activities to the relevant team.

Key responsibilities and accountabilities:

1. The Executive Co-ordinator's primary accountability is to manage the relevant Director's time in order to: a) maximise the time available to the director to allow time for strategic thinking and priorities; and b) support the Director in achieving a reasonable work/life balance

2. Communication management - Provide a triage service for the Director to ensure that only those communications (email, letters, telephone etc.) requiring personal attention are received by the Director. Handle all other communications received by the Director, allocating work and ensuring that actions are taken where necessary (which includes responding directly to communications where appropriate) and ensure the Director is regularly briefed on these communications

3. Diary and itinerary management - Ensure the Director is fully appraised of and prepared for all engagements (including meetings, conferences, events, etc.) by providing itineraries, briefings, speaker notes, presentations, summary reports and all the other information preparation duties, as required. Additionally provide diary management support to the Head of NCC

4. Project Management – lead or facilitate internal and external projects as required by the Director, providing advice, guidance and support to the wider leadership team

5. Team Communication – On behalf of the Director, communicate effectively to his/her leadership and wider teams about key CITB priorities, policies and procedures, to encourage adoption and implementation.

6. Directorate governance – ensure the effective operation of key Directorate governance Boards, setting agendas, commissioning inputs and maintaining risk and issue registers, action and decision logs, and ensure the timely production of Committee and Board papers

7. Resource planning: take ownership of maintaining the establishment list, developing and operating resourcing models and forecasting tools to support effective budget management and staff deployment, and support recruitment planning

8. Meeting Facilitation - Where requested, attend leadership meetings and meetings with individuals or groups of staff in support of the Director and record discussions and outcomes as necessary, including confidential meetings such as grievance hearings. Provide accurate summaries and minutes of all discussions.

9. Act on the Director's behalf - Use discretion and judgement to address immediate or urgent team and business issues in order to defuse/resolve customer, staff or stakeholder concerns (escalating to the Director or another manager only if necessary).

10. Compliance – Ensure the Director completes reporting or authorisation processes required by CITB including (but not restricted to) leadership team expenses and mileage claims, purchase requisitions, and expenses and goods and service purchase card sign-off (if any)

Knowledge and Experience:

Essential

A high level of organisation/project management experience to enable the Director's needs to be anticipated and priorities to be judged and executed effectively. Highly-developed written and spoken communication skills to communicate with discretion and tact Highly-developed negotiating, influencing and persuading skills A high level of emotional intelligence and empathy Experience of managing conflict Experience in a secretarial, personal assistant, Coordinator similar role Experience of working autonomously Experience of using Microsoft Office or equivalent tools including spreadsheets, databases, document management and communication applications Proven problem-solving experience Attention to detail Adaptability Proven experience of working with highly confidential information

Desirable

Extensive knowledge of the business Experience of working one-to one and developing effective working relationships across teams Experience of developing and implementing process improvement Previous Project Office/Project Management experience

Special Conditions/Other Requirements:

Able to work confidently without supervision Able to work flexible working hours Although the role is homebased there is an expectation that travel to any of the NCC and CITB sites will be required occasionally at the Director's request. Able to work with and protect highly confidential material

All internal candidates must seek Manager's approval in the first instance.

Benefits:

33 days holiday per year (Including bank holidays) Flexible benefits including childcare vouchers, cycle to work and insurance Pension scheme Employee discounts Long service awards CITB recognition scheme Employee assistance programme /*generated inline style */