Deputy Head of Mayor's Office
1 month ago
**What's involved with this role**:
**Interim Deputy Head of Mayor's Office & Executive Assistant/Admin/PA**
**Reference no: Newham RQ876303**
**Pay Rate: £27.12 per hour PAYE**
**This opening assignment is for 3-4 months**
**Proven minute taking skills and experience are essential for this role.**
**The post holder will be required to work some evenings, weekends and occasional public holidays in order to meet service requirements and to ensure appropriate representation of the Council with residents, the Mayor and elected Members, and external bodies.** The Deputy Head of the Mayor’s office and Executive Assistant to the Mayor is a vital role within the council supporting the Mayor and Cabinet so that they can undertake their executive and civic functions effectively.
**Key Recordabilities**:
- Working with mínimal supervision to provide an excellent diary management and executive PA support service to the Mayor.
- Deputising for and supporting the Head of Mayor Office in the provision of an excellent office and administration function to the Mayor.
- Be responsible for maintaining a complex schedule and electronic diary accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately.
- Provide a telephone answering service on behalf of the Mayor dealing with a wide range of calls from residents to high profile VIPs and to provide a professional and knowledgeable service to all telephone callers, ensuring that the reputation of the Mayor and the Council is maintained at a high level.
- Assist the Mayor in ensuring she is fully prepared and briefed for meetings, including the collation of briefing materials, reports and any other documentation required ensuring that the content is relevant and accurate and style and layout is appropriate. To manage a bring forward filing system to ensure the Mayor and the Mayor’s Office can work effectively.
- Help promote the Council's image and reputation by ensuring that the Mayor’s office provides a professional, courteous and responsive service at all times.
- Have the ability to function in a highly pressured environment, with competing demands and a significant workload, with the ability to prioritise and ensure a professional and high level of service to the Mayor is maintained at all times.
- Build, develop and maintain good working relationships with very senior people in a wide variety of organisations and to be able to deal with sensitive and difficult matters.
- Deputise for and support the Head of Mayor’s Office in providing an excellent “private office” service to the Mayor and taking on ad hoc service management tasks as needed to support this.
- Manage incoming and outgoing correspondence, including casework, managing a timely and effective service which promotes the reputation of the Council as efficient and responsive to residents’ needs.
- Lead, develop and maintain systems to ensure effective and efficient management of the Mayor's casework.
- Lead the co-ordination of and provide comprehensive management information and briefings on the performance of the Council in relation to the Cabinet Accountability Model.
**“Role Requirements” - to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria**:
**Qualifications**:
- Educated to degree level or has equivalent work experience.
**Experience**:
- Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
- Experience of operating in a busy, demanding and pressurised environment.
- Experience of dealing with a busy and complex diary.
- Experience of working with members/MPs/ministers/senior local government officers.
- Experience of managing staff.
- Experience of managing and dealing with highly sensitive casework.
- Experience of handling confidential information sensitively.
- Experience of dealing with residents in a front-facing manner and of negotiating satisfactory resolutions to difficult problems.
**Knowledge**:
- Strong knowledge and understanding of local government including the directly elected mayoral model.
- Awareness of equal opportunities, customer care and quality standards.
- Awareness of quality and major service issues facing the Council.
- Knowledge of the issues facing local government, together with the legal, financial and political context of public sector management.
**Skills & Abilities**:
- Persuasive written and verbal communication skills, able to act with sensitivity and tact, to inform, advise and persuade, and have the confidence and ability to deal with a wide range of people and situations.
- Able to work in a confidential environment, using a high level of discretion.
- First-class organisational skills with a good eye for detail
- Ability to work on own initiative, prioritise own work and manage a significant and varied workload, often with competing demands
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