Executive Support

1 week ago

Swansea, United Kingdom Independent Monitoring Authority Full time

**Details**:
**Reference number**:

- 348561**Salary**:

- £27,223 - £28,613- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer- IMA EO**Contract type**:

- Fixed term**Length of employment**:

- For a period of up to 12 months**Type of role**:

- Secretarial
- Other**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at Civic Centre, Oystermouth Road, Swansea, SA1 3SNAbout the job

**Job summary**:

- Please refer to Job Description**Job description**:
**Purpose of the role**

The Executive Support and Secretariat Officer will contribute towards a diverse range of activities, alongside and reporting to the Head of Governance and Secretariat, to ensure that the appropriate infrastructure is in place and working to support the operation of the organisation.

The post-holder will play a key role in enabling the smooth running of the organisational strategy of the IMA, and will be responsible for supporting:

- Collaborating & communicating with a wide range of stakeholders
- Effective support in day to day activities of the Chief Executive and Executive Team
- Efficient operation of the Board Secretariat.

The post-holder will pay attention to detail and be able to work quickly and accurately. The post-holder will be providing support to leadership in the Corporate and Governance Directorate, and on corporate and governance issues to employees and teams across the IMA.

**What will you be doing?**
- Schedule diary engagement & commitments with associated travel / accommodation on behalf of the Chief Executive and Executive Team, working proactively to resolve scheduling conflicts and prioritising issues.
- Act as liaison between the Chief Executive and key external and internal stakeholders, developing a programme of routine catch-up up discussions.
- Commission (and draft where appropriate) high quality briefings in advance of meetings and engagements, to support the Chief Executive in developing and maintaining effective relationships.
- Lead responsibilities around the drafting of correspondence to external stakeholders specific to the Chief Executive.
- Oversee the Board Secretariat process ensuring agendas and papers are issued on time and minutes circulated in a timely manner.
- To act as Secretariat where required, and attend other meetings as required as a minute or note taker, preparing and issuing agenda, reports and minutes and to undertake any follow-up actions delegated as a result of the meeting.
- Maintain an overview of all key issues and work requiring the Chief Executive’s attention, prioritising and flagging work that comes into the office and liaising with colleagues to resolve issues as they arise.
- Generic responsibilities
- To work in accordance with IMA policies and procedures.
- To lead by example and uphold and embody our values at all times
- To adhere to responsibilities under health and safety legislation and policies.

To demonstrate a positive commitment to equalities and diversity. The duties/responsibilities listed above describe the post and are not intended to be exhaustive. The Job Holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

**Essential Skills**
- Excellent administrative and organisational skills
- Keen attention to detail and ability to work accurately
- Self-motivated and able to work with mínimal supervision
- Ability to work under pressure and prioritise tasks, working to strict and conflicting deadlines
- Excellent interpersonal skills, including tact, discretion and experience of liaising with representatives from external agencies
- Good written and verbal communication skills
- Ability to build strong working relationships with stakeholders
- Able to use Microsoft Office tools.

**Desirable Skills**
- Experience working for a Chief Executive or in a Private Office.
- Experience of working in a government or public service department in a corporate governance setting.

**Behaviours**

We will assess you against these behaviours during the selection process:

- Communicating & Influencing
- Delivering at Pace
- Seeing the Bigger Picture

**Diben y swydd**

Bydd y Swyddog Cymorth Gweithredol ac Ysgrifenyddiaeth yn cyfrannu at amrywiaeth eang o weithgareddau, ochr yn ochr â’r Pennaeth Llywodraethu ac Ysgrifenyddiaeth ac yn adrodd iddynt, er mwyn sicrhau bod y seilwaith priodol ar waith ac yn gweithio i gefnogi gwaith y sefydliad.

Bydd deiliad y swydd yn chwarae rhan allweddol yn y gwaith o sicrhau bod strategaeth sefydliadol yr IMA yn rhedeg yn esmwyth, a bydd yn gyfrifol am gefnogi’r canlynol:

- Cydweithio a chyfathrebu ag amrywiaeth eang o randdeiliaid
- Cefnogi gweithgareddau’r Prif Weithredwr a’r Tîm Gweithredol o ddydd i ddydd yn effeithiol
- Gweithredu Ysgrifenyd

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