Executive Officer

6 months ago

Banbury, United Kingdom Banbury Town Council Full time

We are looking to appoint an individual with excellent administrative and organisational skills, who is self-motivated, with strong attention to detail and drive to complete competing tasks to a high standard. Your primary responsibility will be making sure all Council decisions are made and implemented in an open, timely and effective manner.

You will have experience in good governance, developing strong working relationships and winning the confidence of elected Members, senior officers, and other stakeholders. You will have strong verbal and written communication skills, with sound experience of managing a range of complex and competing priorities and deadlines. You will be keen and quick to learn; and you will have a can-do attitude and be able to quickly understand complex, sometimes confidential matters and distil the important details.

Previous experience of providing executive support to Directors and Management Teams would also be an advantage, as would experience of managing an office environment and/or dealing with IT/website functions.

Office Management

To arrange for the efficient discharge of Office Management functions for the Council’s offices, and oversee the provision of administrative support to all Council services, including:

- line managing administrative support staff;
- ensuring adequate support staff office cover at all times;
- acting as principal contact point in relation to procurement of and support contracts for the provision of office equipment (photocopier; franking machine etc) and other office requisitions, including stationery orders;
- purchase and sales invoice processing
- dealing with visitors/customers, including providing cover for the Office Reception
- printing/copying of all committee papers and other documents as required
- filing/maintenance of records
- dealing with in and out bound post, including bulk mailing: e.g. creating address labels/ sorting and stuffing envelopes
- day to day admin of bookings and programming of community facilities and services
- database record checking/inputting/retrieving/updating
- website checking/updating/inputting
- answering the telephone/responding to general enquiries and taking accurate messages/ forwarding appropriately
- recording and processing complaints and enquiries to a satisfactory conclusion.
- analysis of complaints, service requests and customer satisfaction surveys
- Desktop Publishing promotional work and preparing information for publication.

Committee Services

To act as Committee Administrator for meetings, including attendance at evening meetings, for which TOIL will be given. This will include:

- compilation of agenda and minutes for meetings.
- the compilation of instructions for action in accordance with the Committee/Sub-Committee decisions.
- advising on procedural matters at meetings.
- attendance at Briefing Meetings for relevant Chairmen, advising Chairmen and Designated Officers before, during and after meetings about procedural matters, having regard to the Town Council’s Standing Orders, Scheme of Reference and Delegation, Financial Regulations, relevant legislation and accepted custom and practice.
- ensuring that all reports being submitted for consideration are available in a timely manner, comply with an agreed format and contain appropriate information.
- production of reports for consideration by a Committee/Sub-Committee or Working Group when required to do so.

ICT Lead

To take a lead role in the following specific areas of Town Council office administration:

- acting as System Administrator for BTC ICT Systems;
- acting as the primary contact for the Council’s outsourced ICT service contracts (including hardware & software; helpdesk support; on-site and remote data back up; telephony; and ICT systems procurement).
- advising on budget provision to meet ICT needs.
- overseeing the maintenance and updating of the Town Council’s Web Site.
- ensuring compliance with all Data Protection, GDPR and Cyber-security requirements.

4.

Executive Support

To provide high level executive support to the Town Clerk/RFO and the Director of Environmental Services, including:

- organise and schedule meetings, prepare meeting agendas, perform research for meetings, and take minutes during meetings.
- answering phones where necessary and acting as a call filter.
- manage the diaries and schedules.
- maintain electronic filing systems, ensuring processes and software are up to date and in working order.
- manage small projects and follow-up with team members where required.
- liaise with other staff members on behalf of senior management.
- assist with recruitment duties, including on-boarding new staff members and training new employees where necessary.

Any other related duties as required from time to time, including deputising for other members of staff during holidays, sickness absence etc.

For further information or to discuss the role contact Mark Hassall (Town Clerk) 01295 817311;

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