BRENTWOOD BOROUGH COUNCIL [LOCAL SCHEME OF CONDITIONS OF SERVICE] JOB PARTICULARS

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1 BRENTWOOD BOROUGH COUNCIL [LOCAL SCHEME OF CONDITIONS OF SERVICE] JOB PARTICULARS POST: EXECUTIVE SUPPORT OFFICER POST REFERENCE: DEPARTMENT: CORPORATE SUPPORT BRENTWOOD GRADE G SCP AND SCALE: SALARY (BASIC): 31,263-34,629 P.A (Starting salary dependent upon skills and qualifications, progression subject to satisfactory performance) PENSION: CAR LOAN FACILITY: On joining the Council, employees will automatically become Members of the Local Government Pension Scheme. The employees contribution rate, based on annual pensionable earnings, is between 5.5% and 7.5%. As part of the Council's "Recruitment and Retention" package, loan facilities for the purchase of a motor car have been extended to all permanent staff under the Scheme's amended rules and conditions, at the discretion of the Managing Director. In certain circumstances the Scheme shall also apply to staff with leased vehicles, but not to those who already have outstanding car loans. Full details available from the Payroll Office. CHILD CARE VOUCHERS: Childcare vouchers work by salary sacrifice, which means that you receive the vouchers instead of part of your salary. Unlike your salary, childcare vouchers are free of tax and national insurance, which could save you over 900 a year, depending on individual circumstances. Full details of the scheme are available from the Human Resources Office. SEASON TICKET LOAN (PUBLIC TRANSPORT) HOLIDAY ENTITLEMENT: An interest free season ticket loan for public transport is available, subject to conditions of the Scheme and authorisation of the Managing Director. Minimum leave 27 days (30 days after five years Local Government service). PERIOD OF NOTICE: Two calendar months. 1

2 WORKING HOURS: 37 hour week Monday - Thursday 8.30am to 5.00pm Friday am to 4.30pm A scheme of flexible working hours operates within the Council by agreement with line management and operational needs. The postholder may be required to attend evening Council or Committee or other meetings outside normal office hours as necessary to carry out prescribed duties and responsibilities. Overtime working is required on occasions for which payment would be paid where appropriate and authorised by management in advance. CLOSING DATE OF APPLICATIONS: To be submitted by 1 st August 2014 INTERVIEW DATE: INTERVIEW EXPENSES: INFORMATION: ACKNOWLEDGEMENTS: To be arranged in due course. Brentwood Borough Council does not reimburse candidates For informal discussion and information, please telephone Lee Taylor on It is expected that candidates invited for interview will be informed within 1 month of the closing date. In the interest of economy, it is no longer the Council's practice to acknowledge the receipt of applications or, to notify unsuccessful candidates other than those called for interview. Applicants who wish to receive acknowledgements should attach stamped addressed envelopes to their completed application form. If only one envelope is received it will be assumed that you wish only for the receipt of your application to be acknowledged. Once completed this Application Form and Equal Opportunity Monitoring Supplement should be returned to: Brentwood Borough Council Town Hall Ingrave Road Brentwood Essex CM15 8AY Please mark applications Staff Appointment for the attention of Human Resources. 2

3 Brentwood Borough Council Job Profile Post Title Grade Executive Support Officer G Post Reference Service Area Corporate Support Reporting Relationships Responsible to: Chief Executive Main Purpose of Job To provide a full range of high-level support services to the Leader, Chief Executive and Director of Strategy and Corporate Services, to ensure the efficient and effective running of the Council, fulfilling this role within the framework of service objectives, the Council s corporate objectives and policies and any legal requirements. Main Duties and responsibilities 1. Confidently deal with a range of stakeholders including the Leader, Chief Executive and Corporate Leadership Board, Chairs and all Members, Government Departments, MPs, Government Ministers, the public and senior officers of other local authorities. 2. Interpret and apply policy and governance within a complex and constantly changing environment. 3. Representing the views and decisions of the Leader, CE and DSCS while constructively challenging those around them to ensure continuous improvement. Where necessary and appropriate to make decisions on their behalf. 4. Deliver high quality research and project work as and when required across a wide variety of functional areas and subjects. Produce high quality outputs within tight non-negotiable deadlines, tailored to specific audiences and addressing the key issues. 5. Provide high quality and up-to-date reports and policy statements, presentations and other forms of written communication. 6. Pro-actively horizon scan, identify and alert the Leader, CE and DSCS to papers, media or performance issues to ensure effective forward planning and ensure any issues are managed in advance and efficiently. 7. Maintain a high level of understanding of the functions and operational matters of the Council in order to be able to prioritise workload in terms of importance and urgency. 3

4 8. Accountable for enabling high level meeting support, including preparing and circulating agendas/papers within deadlines, quality assuring reports, servicing meetings and ensuring that outcomes/decisions are communicated and auctioned through the appropriate channels. 9. Expedite, where appropriate, matters being dealt with by the Leader, CE, DSCS and keep them informed of progress, ensuring all urgent matters are passed to the appropriate Senior Officer. 10. Maintain confidentiality and discretion when dealing with workloads, projects and incoming requests. 11. Provide a range of high level administrative support to the Leader, CE and DSCS which are responsive to their needs and which contribute to making their roles effective. 12. Manage tasks as allocated by the Leader, CE and DSCS to ensure that their priorities are met. 13. Act as first point of contact for the Executive Office, dealing efficiently and effectively with high level enquiries from external and internal sources. 14. Co-ordinate cross service work as necessary and required by the Leader, CE and DSCS. 15. Manage daily incoming correspondence ensuring matters are dealt with in a timely and efficient manner according to priority. 16. Respond appropriately to all incoming telephone calls; to determine which calls need the personal attention of the Leader, MD or DSCS; to be proactive in assisting callers, replying to queries and giving advice where appropriate; re-routing calls as necessary. 17. Maintain electronic calendars and manage diaries for the Leader, CE and DSCS. Responsible for arranging appointments and meetings with Members, staff and other organisations as necessary 18. Arrange attendance at functions, seminars and conferences; arranging travel and expenses. 19. Co-ordinate arrangements for the efficient and effective filing and management of documents and information, including document retention and disposal. 20. Build and maintain effective networks and partnerships to ensure collaborative working to achieve the objectives and priorities of the Council. 21. To participate in the One2One performance review process and undertake any training and development in support of your role, as required. 22. Undertake such other duties as may be reasonably required within this post to support the operational needs of the service area and Council, including maintaining business continuity and during any civil emergencies. 4

5 This document is subject to review to reflect any changing operational needs of the service and the Council. Person Specification Qualifications and Knowledge Relevant degree, professional qualification or equivalent by experience. Recognised qualification in IT or demonstrably equivalent ability. Knowledge of Local Government functions. Skills and Experience Proven experience of working with senior officers / elected members in delivering successful outcomes. Experience of working in a complex work environment, with skills in understanding and responding to different perspectives and taking a cross organisational perspective. Experience of working in a political environment. Excellent communication skills both verbally and orally, in particular the capacity to contribute to confidential, high-level debate and discussion confidently. Ability to absorb a variety of information quickly and re-interpret as necessary and present in a useable format. Proven analytical and information skills, problem solving, ability to break down tasks Ability to organise self and others and to reprioritise in face of shifting demands. Ability to work as part of a team and to work with minimum supervision. Experience of organising and planning work efficiently and in priority order. Experience of managing tasks to completion whilst liaising with a wide variety of stakeholders. Personal qualities and attributes Ability to handle confidential and sensitive issues with absolute discretion. Awareness of the Council s corporate policies. Understanding of the political environment. Ability to relate at all levels of the organisation to deliver a quality service. Other requirements relating to the post. Willingness and flexibility to work outside normal working hours to attend work related meetings/activities as necessary. Date: 10 th July

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