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PA to Executive Leadership Team
3 months ago
Salary: £30,296 to £31,364
Permanent: 37 hours per week
Location: Headquarters, Llantrisant
Main Purpose of the post
To provide a confidential PA/Secretarial service to the Executive Leadership Team and Heads of Service.
Duties and Responsibilities
- To provide a confidential PA and secretarial service to the Chief Fire Officer/CEO, Deputy Chief Officer, members of the Executive Leadership Team (ELT) and Heads of Service (HoS), exercising absolute integrity in respect of confidential matters with tact and diplomacy.
- To provide secretarial support to members of ELT/HoS in the absence of their PA.
- Handle confidential and restricted information and have knowledge and understanding of national protective markings and security strategies
- To undertake and pass regular National Security Vetting Checks by Welsh Government.
- To maintain diaries for ELT/HoS to maximise use of available time ensuring that s/he are aware of all pre-arranged day to day commitments, and that appointments are kept.
- Organise and manage diaries ensuring that time is allowed to deal with regular workflow as well as following contingency time or urgent or unplanned action.
- Receive, prioritise and action telephone calls, personal enquiries and callers, sometimes of a confidential, sensitive and difficult nature.
- To provide a reception service for visitors to ELT/HoS, including booking of resources as necessary.
- To arrange transport and accommodation, prepare travel itinerariesand collate documents where appropriate for ELT/HoS and other associated individuals, in preparation for attendance at conferences,meetings and courses.
- To process incoming mail and determine or undertake appropriate actions.
- Collate outgoing mail for members of ELT/HoS signature, ensuring that it has been checked and is to an acceptable standard, whilst proof reading correspondence, documents and reports to its final stage from other internal sources.
- Draft and format documents, correspondence, and replies to correspondence on behalf of ELT/HoS to agreed deadlines.
- To provide support to ELT/HoS in the preparation of reports and undertake any research as required, including the preparation of Fire Authority reports to the final report stage, presenting results in appropriate format.
- Maintain ELT/HoS inboxes, actioning where appropriate and ensuring urgent emails are attended to.
- To organise business meetings, prepare agendas, record and disseminate minutes within strict deadlines, and if required, ensure follow up action is taken. Attend meetings outside of Service area, as required.
- Plan meetings and record minutes and action sheets between ELT/HoS and trade union representative bodies within strict deadlines, ensuring signed, official records are kept.
- Set up critical incident meetings and briefings at very short notice, record accurate actions ensuring actions are updated constantly as the incident progresses.
- Organise visits of high profile guests including Lord Lieutenant, High Sherriff and Government Ministers, acting as the point of contact for all Ministerial visits, liaising with the Minister's office and Service staff to ensure a successful outcome.
- Collate returns to Welsh Government, ensuring all reports and responses are accurate and received in time for deadlines for officers to present to Ministers or at National Assembly.
- Be aware of all Welsh Government consultations that the Service or Authority may have an interest in, collate responses and ensure consultations are submitted by the deadline.
