Deputy Head of Mayor's Office

2 months ago

Newham, United Kingdom TEMP A STOR LIMITED Full time

Overall Purpose of Job

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. The role will involve:

- 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.
- Maintaining good relationships with the Chief Executive, Members, Corporate Directors, officers within the Council, stakeholders and partnership bodies to support the Mayor.

Job Context
- The post holder reports to the Head of Mayor’s Office.
- The post holder will be enthusiastic, committed and keen to make a difference to the lives of Newham residents
- Be politically astute and understand the appropriate connections between elected politicians and officials;
- Have an appreciation of the mayoral model and the importance of governing with the highest ethical standards;
- The postholder has line management responsibilities for 3-5 members of staff.

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 Mayorand elected Members, and external bodies.

Key Tasks and Accountabilities:

- Key tasks and accountabilities are intended to be a guide to the range and level of work expected of the post holder. This is not an exhaustive list of all tasks that may fall to the post holder and employees will be expected to carry out such other reasonable duties which may be required from time to time._

1. To be responsible for maintaining a complex schedule and electronic diary accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately. To include:

- Organising meetings and inviting appropriate attendees.
- Responding to meeting requests for the Mayor and liaising with officers of the council and members of external organisations over meeting, visit and event arrangements.
- Commissioning briefings for the Mayor and chasing as needed.
- Making travel and accommodation arrangements as required.
- Making any special arrangements for meetings or events as required such as booking photographer.
- Booking meeting rooms and refreshments as required.
- Overall responsibility for collating and replying to invitations appropriately and in a timely manner, seeking advice from the Mayor, Office Manager and other Council Officers as needed.

**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
- Knowledge and experience of Outlook and Microsoft Office suite

**EDUCATION/QUALIFICATIONS**

Educated to degree level or has equivalent work experience.

**EXPERIENCE**:

- 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

**SKILLS AND 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
- Ability to deal diplomatically with difficult situations and individuals
- Broad range of ICT and digital skills.

**Job Types**: Full-time, Temp to perm
Contract length: 9 months

**Salary**: From £27.00 per hour

**Education**:

- A-Level or equivalent (required)

**Experience**:

- Customer service: 5 years (required)
- Administrative experience: 5 years (required)
- Executive Assistant: 5 years (required)
- PERSONAL ASSISTANT: 5 years (required)
- Deputy Head of Mayor's Office & Executive Assistant: 5 years (preferred)

Work Location: One location

Reference ID: RQ923666

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