Cabinet Support Officer

3 weeks ago

London, United Kingdom iWork Recruitment Limited Full time

Contract to start 06-02-23 until 07-05-23 with a possible extension.

**MUST HAVE**:
Significant PA/equivalent experience

Experience working with politicians

Ability to use Google Suite

**PURPOSE OF THE JOB**:
To work as part of the Mayor & Cabinet Office providing a comprehensive, coordinated and efficient support service to the Client's senior leadership, enabling the Mayor and Cabinet to deliver their strategic objectives.

To provide a proactive, reliable and confidential support service to members of the Mayor’s Cabinet, including: extensive diary and inbox management; taking accurate, concise meeting notes with actions clearly defined; acting as the key interface between Cabinet members and internal and external stakeholders; anticipating the needs of the Cabinet members supported and responding accordingly.

To take responsibility for support for particular individuals or functions as assigned by the Mayor & Cabinet Support Manager.

To work collaboratively within the Mayor & Cabinet Office, providing cover for colleagues, sharing best practice, experience and expertise with the aim of delivering a resilient and flexible service.

**KEY ACCOUNTABILITIES**:
Manage the Cabinet member diaries including arranging meetings, preparing and dispatching agendas, minutes and other documents as necessary, ensuring that the Cabinet member’s time is utilised efficiently and they are fully briefed and prepared for each meeting and for the week ahead.

Attending high level meetings and taking accurate, well written notes and ensuring that actions are followed up as necessary.

Co-ordinating and quality assuring briefings for external meetings and other matters relevant to Cabinet portfolios; also to draft briefing notes both at the Deputy Mayors’ and Cabinet Members’ request and as a result of identifying forthcoming issues.

Providing a facilitation role between the Mayor, Deputy Mayors, and Cabinet Members, the Client and outside partners to ensure the effective delivery of policy development and decision making, providing advice and steers as needed.

To ensure that the Deputy Mayors and Cabinet Members are briefed fully and within appropriate timescales on all significant matters that arise from the flow of correspondence and papers into the Mayor and Cabinet Office; to include reading prepared briefings, and summarising relevant information for the Mayor and Cabinet, identifying and highlighting any potential issues.

To brief the Deputy Mayors and Cabinet Members on policy and operational priorities and ensure that matters are progressed.

Booking rooms, making travel arrangements, organising tele/videoconferences and arranging refreshments as required.

To provide a professional service in receiving visitors as a first point of contact and representative of the Mayor, Cabinet and Client.

To provide a reliable, quick and accurate service for the assigned Cabinet members in word processing, using spreadsheets or preparing presentations using IT packages such as Google Suite and Microsoft Office.

Suggesting new ways of doing things and taking a proactive approach to understanding, and getting involved with, the wider strategic objectives of the Cabinet members and their portfolios.

**SKILLS & ABILITIES**:
Ability to plan and manage the diary of two or more Cabinet members, including the daily and future scheduling of meetings and work projects.

Ability to produce high quality documents using a range of software packages including Google Suite and Microsoft Office.

Excellent time management skills to develop effective work plans, set priorities, meet deadlines and prioritise conflicting demands.

Ability to communicate effectively at all levels both orally and in writing in order to promote the Mayor and Cabinet in a positive and professional manner.

Ability to work closely with the Mayor and Cabinet and develop and manage relationships and effective working links across the authority and with external organisations.

Ability to undertake research and information gathering on particular topics on own initiative, including good analytical and problem solving skills.

Ability to organise and co-ordinate briefings for Cabinet members through liaison with appropriate Chief Officers or their nominees.

Proven ability in developing and maintaining a wide range of office systems to ensure efficiency and the smooth running of the office.

**KNOWLEDGE AND EXPERIENCE**:
Political nous, and knowledge of local government policies and political and legislative developments, as well as the local government legislative and financial framework

Good knowledge and understanding of current issues facing London local authorities.

Substantial experience in a similar role providing support to a senior manager or politician, providing a range of support services including diary management, and drafting letters and reports.

Experience of attending high-level meetings and taking accurate notes to ensure any follow-up

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