Secretary - Brighton Command Team

Division / Department - Brighton & Hove Division
Grade - Grade 7
Status - Full Time
Contract Type - Permanent
Salary Grade Range - £22,677 - £24,552
Working Hours - 37.0 Hours per Week
Politically Restricted - No

The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.

The Role

This Secretary position will be working for and within the Command Team at Brighton Police Station.

The Secretary will provide a proactive and responsive secretarial and administrative service to Command Team Officers and Senior Managers on the Division of Brighton and Hove for Sussex Police.

We are able to offer on site car parking with this role.

Key Responsibilities
- Act as a main point of contact and provide support to the Command Team and Senior Managers to make best use of their time.
- Provide a range of secretarial services, including arranging meetings, diary management, word processing, audio typing, drafting letters of acknowledgement and correspondence using standard corporate templates, assisting with other business area documents.
- Provide secretarial support to the collaborative work undertaken by the Senior Command Team and Senior Manager.
- Arrangement of meetings. Prepare relevant paperwork and files beforehand, distributing to meeting attendees. Ensure the Senior Command Team and Senior Managers are fully briefed and that meetings run smoothly and effectively.
- Provide secretarial support to meetings as required to ensure that accurate minutes are captured electronically, and actions are recorded and distributed.
- Effective prioritisation of workload according to urgency / deadline.
- Supporting with the co-ordination and arrangement of award ceremonies and ‘away days’ for respective business areas.
- Management and maintenance of an effective and consistent electronic filing system.
- Arrange work-related Travel and accommodation bookings for Command Team and Senior Managers where required.
- Deal effectively with all visitors and telephone calls on behalf of the business area when required and responding appropriately, answering queries, taking messages and referring on as necessary, providing high levels of customer service.

Skills & Experience

Skills and experience for role as a Secretary:
QUALIFICATIONS:
Essential = - Advanced Microsoft Office skills. - Ability to take minutes - Good general IT literacy. - Accurate typing at a speed of at least 60 words per minute supported by a relevant qualification - GCSE English Grade C or above (or equivalent) - Outlook diary management training and experience.
Desirable = - Loggist - SharePoint training and experience. - Minute taking experience and training - Audio typing qualification or experience

KNOWLEDGE, SKILLS, EXPERIENCE:
Essential = Strong organisational skills and the ability to produce high quality work to tight deadlines Excellent customer services skills Ability to appropriately handle sensitive and confidential information. Proven track record of secretarial and office experience. Good interpersonal skills facilitating daily interaction with a wide variety of contacts at all levels, both within the immediate team, Sussex Police and externally. Good verbal and written communication skills. Problem solving skills. Willing and able to undertake training to become proficient in using additional IT and multimedia systems that are essential to the role.
DESIRABLE = Experience of arranging Award Ceremonies and similar events.

ADDITIONAL REQUIREMENTS:
The post holder must achieve and maintain the relevant level of Force vetting for the role.
To complete CPD activities in order to maintain up to date skills and qualifications for the role.
There may be a requirement to travel to various locations in Sussex and Surrey, therefore the ability and willingness to travel within the County is essential.

Further Information

For further information about the vacancy please contact:
Meagan Robinson - Senior Secretary on Brighton and Hove Division:
Additional Information
- This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.
- vacancies in collaborated units are available to all officers and staff across both Forces
- vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally.

If the vacancy is advertised externally and an officer or member of staff from the other Force is success it will result in a transfer of employmentDiversity Statement

We are only as good as our people. It's really important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach and skills that diversity brings; all of which help us delive