Executive Support Officer

2 months ago

Blackburn, United Kingdom Cummins Mellor Recruitment Full time

My Client are looking for an Executive support officer, To provide a comprehensive and confidential PA service to the relevant Chief Officer in order to assist with the effective operation of the relevant department.

As an Executive Support Officer you will be expected to be responsible for ensuring that the Chief Officer is fully prepared, with all relevant information for their meetings. You must have the ability to forward plan for any key departmental tasks. An Executive Support Officer will need to be able to respond to and manage competing priorities and any unexpected priorities/tasks that arise; some of these may be on behalf of the Chief Officer.

This will be on 8 week temp to perm contract.

The working schedule is 0900-1700 Monday to Friday with a 30 min lunch break

**Key Duties**
- Manage calendar/meetings of Management Board/Chief Officer.
- Receiving and appropriately dealing with enquiries from customers in a courteous and timely manner; identifying any unusual or complex issues which may arise, ensuring resolution and / or escalation is undertaken
- Provide a business administrative function for meetings across the team, including evening meetings as and when required; prepare agendas, take, transcribe and distribute minutes. Prepare and collate information and/or reports relevant to the business of the Council, ensuring all items are completed or received within the specified targets.
- Assist in planning and facilitating workshops/conferences/briefings/events
- Receive and appropriately deal with all visitors in the office
- Intercept and appropriately administer all telephone calls, correspondence and documents on behalf of the Chief Officer and other members of the Chief Officers Senior Management Team, and respond/deal with appropriately
- Handle any customer complaints received in line with the Council policy to deal with other complex aspects of public relations as and when required
- Research information for briefings/meetings and prepare reports when required
- Co-ordinate input to various Council governance processes, including Member Decisions, Briefings and Council Forum
- Produce in-depth reports of data collected and statistical returns using IT systems, spreadsheets and / or databases
- Ensure reports follow the Council governance processes and are successfully processed via the digital portal
- Maintain and develop filing systems in order to ensure accurate and timely retrieval of information.
- Make travel arrangements, assist in the planning of conferences, meetings, receptions and other events and services using own initiative
- Facilitate any large/external meetings on behalf of the Chief Officer and the senior management team
- Liaise, communicate and build effective working relationships both internally and externally to ensure services are delivered in a seamless manner
- Support the development and implementation of policies and operating procedures, making best use of information technology
- Manage financial procedures which may include the handling of cash.
- When required, supervise or manage Authority employees or other people in an equivalent position.

**Key Skills**
- Qualified to level 3 or equivalent and / or with practical experience acquired through a combination of training and working in a relevant area.
- Advanced knowledge and experience of IT packages; Microsoft Office suite including Microsoft Teams
- Experience of working independently and as part of a team
- An understanding of the challenges of working within strong governance mechanisms
- Excellent organisation skills
- Ability to negotiate and influence
- Ability to prioritise and manage your own time, and the Chief Officer’s time efficiently and effectively
- Effectively use initiative to forward plan, decide relevant actions, make recommendations and develop practical solutions.
- Ability to work constructively with Elected Members, Council Officers and partners.
- Experience of managing competing priorities and deadlines, reconciling conflicting demands and use technology effectively
- Experience of receiving and responding to enquiries from customers in a courteous and timely manner; ensuring resolution and / or escalation is undertaken.
- Experience of maintaining administration / business support systems, following established procedures, ensuring information and records are stored in accordance with service requirements.
- Proven success in creating and developing effective working relationships with colleagues and internal/external stakeholders.
- Positively embrace change, demonstrating personal commitment and encouraging others to do so.

What happens next?
- We’ll review it in line with our client’s requirements and assess if you’re a match for the role
- We’ll call you for a chat about the position to learn a little more about you and your personal aspirations
- We’ll video call you or invite you to Cummins Mellor HQ to meet with our team and discuss the next steps in

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