1. Senior Adviser, Disability, Mayor s Office

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1 Appendix 1. Senior Adviser, Disability, Mayor s Office Case for the post The Senior Disability Adviser will play a lead role in promoting equality for disabled Londoners. At the Mayor s Disability Conference on 17 March 2005, the Deputy Mayor announced that the Mayor would appoint a Disability Adviser. This post is part of the ring-fence agreed between the Mayor and Assembly for certain posts in the Mayor s Office and the Secretariat 1. Job specification Job Purpose 1. To take the lead role in advising the Mayor on strategic policy issues relating to disabled and Deaf Londoners and to work with the Mayor, the Deputy Mayor and senior officers to deliver high level disability equality initiatives that reflect and support the Mayor s priorities. 2. To provide high level support and expertise to the Mayor in the implementation of relevant strategies and corporate programmes and to work with officers from across the GLA group to coordinate activity in line with the Mayor s priorities for disabled and Deaf Londoners. 3. To provide a major input into the development of the strategic and corporate roles of the Mayor s Office so that its activities reflect and support the objectives and priorities of the Mayor relating to disabled and Deaf Londoners. 4. To lead the Mayor's commitment to the delivery of the public sector duty to promote equality for disabled people 5. To develop, and lead a work programme of equality actions identified in the GLA disability equality scheme. Core tasks 1. Leading and directing officers across the GLA group on activities related to disability equality initiatives, including leading the disability policy team, delivering the disability equality scheme action plan and directing Liberty and Disability Capital. 2. Leading multi disciplinary project teams across the GLA group and external organisations responsible for implementing disability equality initiatives. 3. Advising the Mayor on disability equality issues and working with GLA officers to promote the Mayor s priorities to remove barriers for disabled and Deaf Londoners. 4. Leading the Authority s approach to consultation with disabled and Deaf Londoners on relevant strategic policy documents with a wide range of stakeholders promoting strategies and recommending appropriate policy changes to the Mayor accordingly. 1 Item 10, Business Management & Appointments Committee, 21 July 2004:

2 5. Representing the Mayor on disability equality issues to external bodies including major London and international organisations across all sectors, and exchanging ideas and information. Promoting the work of the Mayor and GLA to a wide range of audiences. 6. Keeping abreast of, and advising the Mayor on, new developments and innovations to help shape the GLA s responses to appropriate strategies, and providing up to date advice to the Mayor on current best practice. 7. Evaluating new Mayoral policy initiatives from the perspective of disabled and Deaf Londoners and promoting these within the GLA group and to external organisations. 8. Contributing to the development of organisational standards and performance targets to help measure the Authority s performance and best value and providing a planning and monitoring framework that reflects and supports the Mayor s disability equality objectives. 9. Contributing to corporate governance and the strategic management approach of the Mayor and GLA group. 10. Managing the resources and staffing allocated to the job in accordance with the Authority s policies and Code of Ethics and Standards. 11. Drafting and contributing to reports, briefings, presentations, speeches and press briefings for the Mayor. 12. Promoting the benefits of London s diversity by promoting and enabling equality of opportunity and promoting the diverse needs and aspirations of London s communities. 13. Undertaking any additional duties commensurate with the level of the post. Key relationships Accountable to: Accountable for: Principal contacts: Director of Major Projects & Service Delivery Resources allocated to the job The Mayor, Assembly Members, senior managers of the Authority and functional bodies, central government, statutory agencies and voluntary bodies. Essential attributes 1. A thorough understanding of the issues facing disabled and Deaf Londoners and the national and regional and international context and an understanding of the legislative context in which the GLA works. 2. A thorough understanding of the social model of disability and disability rights movement in London 3. Proven ability to provide leadership on disability issues in London 4. An understanding of the wider issues that affect the Mayor s approach to strategic planning, including transportation, the environment, housing and social policy. 5. A successful track record of leading and championing strategic policy development in the area of disability equality within a large, complex organisation. 6. A successful track record of organising a high-profile conferences and disability equality events and a proven ability to deliver Key messages to a range of audiences at high-profile public events 7. An understanding of and commitment to promoting the Mayor s agenda for London.

3 8. A record of success in promoting equal opportunities in employment and service delivery within a large, complex organisation. 9. A record of success in leading and managing multi-disciplinary teams on major projects and programmes. 10. A thorough understanding of complex political issues, and ability to work with the Mayor, the Deputy Mayor, members of the London Assembly and political leaders within central and local government. 11. Evidence of success in developing a credible, responsible approach, able to gain the trust of and work with a range of partners across all sectors (public, private, voluntary, community) and different operational boundaries, with probity and integrity. 12. Evidence of success in investigating and analysing problems and creating and recommending solutions to difficult, complex issues. 13. Evidence of success in preparing written reports, other materials and presentations for a wide range of audiences and of undertaking a flexible and responsive approach to dealing with new challenges and of ability rapidly to assimilate new information on policy issues as they arise. 14. High level negotiating, influencing and communication skills together with a successful track record of providing advice to senior politicians and managers on complex and politically sensitive issues.

4 Organisational Chart: Major Projects and Service Delivery, Mayor s Office Director Major Projects and Service Delivery 1 x Senior Adviser, Disability 1 x Policy Officer 2 x Business Manager 1 x Senior Strategy Officer, Projects Children and Young People s Unit

5 2. Policy Officer, Mayor s Office Case for the post At its 19 January 2005 meeting 2, the Committee agree to establish a fixed term post for one year of Policy Officer in the Mayor s Office. Approval is now sought for the post to be extended by a further year. As stated in the initial report to the Committee, the postholder will be expected to: Provide high level advice and expertise to the Mayor and his appointees in developing policies, strategies and communications in order to deliver the GLA s agenda for London Produce policy reports in respect of London-wide issues Research and develop policy and decision making processes to ensure that projects and work programmes reflects the interests of the GLA Analyse complex issues in these areas and offer sound, relevant and reliable advice Commission and procure papers, evidence, research and submissions from a wide range of individuals and organisations Support the GLA and promote its role as a respected and influential organisation at the highest levels of policy making in and for London Establish effective working relationships with a range of bodies in the public, private and voluntary sectors. This post is part of the ring-fence agreed between the Mayor and Assembly for certain posts in the Mayor s Office and the Secretariat 3. Job specification Reports to: Director of Major Projects & Service Delivery Job Purpose 1. To advise allocated Mayors representatives on the effective delivery of major projects and services for the delivery of the Mayor s strategies and policies. 2. To lead and direct resources for the analysis, development and promotion of policy initiatives on behalf of the allocated Mayors representatives to ensure major projects and policy objectives are delivered. 3. To provide high level policy support in leading and representing allocated areas for the delivery of the Mayor s strategies and policies. Delivery and implementation of priorities for major projects and policy objectives together with other appropriate senior managers and stakeholders. 2 Agenda item Item 10, Business Management & Appointments Committee, 21 July 2004:

6 Principal Accountabilities 1. To provide high level advice and expertise in developing policies, strategies and communications in order to deliver the GLA s agenda for London. 2. To produce policy reports in respect of London-wide issues. 3. To research and develop policy and decision making processes to ensure that projects and work programmes reflects the interests of the GLA. 4. To analyse complex issues in these areas and offer sound, relevant and reliable advice. 5. To commission and procure papers, evidence, research and submissions from a wide range of individuals and organisations. 6. To support the GLA and promote its role as a respected and influential organisation at the highest levels of policy making in and for London. 7. To establish for the appropriate Mayors representative effective working relationships with a range of bodies in the public, private and voluntary sectors. 8. Provide advice to the Mayors representatives on all matters that may have bearing on effective leadership of specific policy areas allocated by the Mayor. 9. Develop good relationships with key contacts in London including Government ministers, senior Government officials, Borough Leaders, Councillors, Borough Chief Executives and Chief Officers, Board Members and senior staff of external bodies. 10. Representing the appropriate Mayors representative on issues relevant to the role at meetings, conferences and other public fora on as required 11. Ensure that the job is conducted in such a manner to meet the requirements of best value. 12. Manage allocated staff and resources in accordance with the Authority s policies and Code of Ethics and standards and to ensure that these are implemented and maintained in a demonstrable reasonable way. 13. Realise the benefits of London s diversity by promoting and enabling equality of opportunities and promoting the diverse needs and aspirations of London s communities. 14. Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this post and participating in multi-disciplinary cross-department and cross-organisational groups and project teams. 15. Undertake any other duties as appropriate commensurate with the level and role of the job Person Specification 1. Thorough knowledge and understanding of the Mayor s policies and objectives to improve project and service delivery for Londoners. 2. Thorough knowledge and experience of project management in the public and private sectors and wide experience of successfully applying this knowledge to direct the GLA s influence in London.

7 3. Thorough knowledge and experience of the powers, structures and statutory framework of public service bodies and wide experience of successfully applying this knowledge to influence Londonwide policy initiatives. 4. In depth experience of working in the private sector and/or public sector at most senior levels and in achieving results 5. Experience of liaising successfully with chief executives and chair men/women of private and public bodies and influencing outcomes 6. Experience of liaising with government ministers and departments and influencing outcomes 7. Significant experience of management at a senior level and operating effectively with diverse groups of professional staff 8. Ability to build lead and contribute to effective collaborative teamworking and relationships to achieve a high level of performance 9. Needs to demonstrate a high level of analytical and constructive thinking to cope with the varied and challenging situations required by the role 10. Written and verbal skills appropriate to communicate with a wide range of audiences and in the context of a complex political organisation 11. Knowledge and understanding of the diversity of London and strategies to promote equal opportunities within a complex organisation 12. Understanding of the statutory framework in which the Mayor exercises his functions 13. Ability to establish positive relationships with elected Members and others that generate confidence and respect

8 3. Co-ordinator, International Affairs Mayor s Office Case for the post The Mayor supports London s campaign to become a Fairtrade City. The campaign is also supported by the Fairtrade Foundation which was established in 1992 by CAFOD 4, Christian Aid 5, New Consumer, Oxfam, Traidcraft 6 and the World Development Movement. These founding organisations were later joined by Britain's largest women's organisation; the Women's Institute 7. In order to achieve Fairtrade status, London must meet a number of objectives including over half of London s boroughs declaring Fairtrade status, and Fairtrade products being available in a specified number of outlets. The GLA hosts four London Fairtrade Steering Group meetings at City Hall every year. This initiative links to the GLA Business Plan in that it would help achieve the objectives of 'A Fair City' and 'Expanded opportunities within the business community'. The postholder will be responsible for providing secretariat support and a co-ordinating function for the London Fairtrade steering group. This will include liaison with different teams within the GLA and across the GLA family on Fairtrade issues. This post will also support work across a range of other international initiatives. This post is part of the ring-fence agreed between the Mayor and Assembly for certain posts in the Mayor s Office and the Secretariat 8. Job specification Job Purpose 1. Undertake day-to-day work concerning international partner cities and international organisations and other initiatives as directed. 2. Support the partnership and friendship agreements between London and cities around the world. 3. Undertake research and investigations and support the team in developing and organising its international work. 4. Provide a wide range of high-level administrative support to senior members of the team. Principal Accountabilities 1. Undertake day-to-day liaison on international affairs, taking responsibility for particular projects in relation to specific cities, projects and initiatives. 2. Undertake research, fact-finding and analysis activities in support of the international work. 3. Research, investigate and analyse a range of material to support the development of relevant performance indicators and management information systems to assist in international work Item 10, Business Management & Appointments Committee, 21 July 2004:

9 4. Monitor performance indicators, and support senior members of the team in preparing reports for the Authority. 5. Provide support to senior managers in developing strategies for improving performance. 6. Respond appropriately to correspondence and act as an initial point of contact within the Mayor's Office as necessary. 7. Participate in project teams undertaking performance and Best Value reviews and research activities of a complex nature across the Authority and Functional Bodies. 8. Provide support to senior members of the team in the preparation of reports, briefings and presentations to the Mayor, Assembly Members and senior managers on the performance of the Authority and the Functional Bodies. 9. Attend and participate in meetings, provide accurate and concise records, and monitor and progresschase actions taken on decisions made. 10. Provide a full range of high-level administrative support to senior members of the team, including arranging and servicing project groups, planning and delivering all aspects of international conferences and developing and maintaining systems for the storage and retrieval of information, and file documents. 11. Manage resources allocated to the job in accordance with the Authority s policies and Code of Ethics and Standards. 12. Realise the benefits of London s diversity by promoting and enabling equality of opportunities, and promoting the diverse needs and aspirations of London s communities. 13. Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary cross-department and cross-organisational groups and project teams. Key Relationships Accountable to: Accountable for: Principal contacts: Manager, International Affairs Resources allocated to the job. Staff and managers within the Authority, the Functional Bodies, and London s stakeholders. Key Attributes: 1. Knowledge and understanding of international affairs, including initiatives such as fair trade. 2. Knowledge of countries other than the U.K particularly those involved in the current approach to international relations (i.e. China, United States, Japan, Russia, Germany, France, India, Bangladesh, Jamaica, South Africa, and Ireland.) 3. Understanding of the importance of international relations to London s communities and its population. 4. An awareness of, and ability to operate in, a complex political or policy environment. 5. Evidence of success in preparing clear and concise personal and written reports for a range of different 'audiences'. 6. Ability to manage projects within budget and meet deadlines. 7. Well-developed numerical and analytical skills to undertake a wide range of research and fact finding activities.

10 8. A high level of expertise in the operation of standard office information and communication technology applications, including , word processing, spreadsheet, database systems, and presentation software. 9. Evidence of high-level organisational skills, developing and maintaining information/record systems, the ability to work on own initiative, and to prioritise between conflicting demands.

11 Organisation Chart: International Team Head of Government, Stakeholder and International Engagement Manager International Government & Parliamentary Liaison London Stakeholders Team 1 x Friendship City Manager 2 x Senior Co-ordinator 2 x Co-ordinator 1 x Co-ordinator 2 x Business Support Officer 1 x Administrative Officer

12 4. Senior Adviser, Olympics Events & Tourism Mayor s Office Case for the posts (4.) & (5.) The preparations for the 2012 Olympics will involve a significant amount of additional work for the GLA and its partner organisations. The Mayor has indicated that Olympics-related growth in the GLA should be kept to a minimum. As the budget submission in November demonstrated, this has been achieved. A small amount of growth is proposed for the Olympics Team in Policy & Partnerships, supplemented by the addition of a small number of key posts in other parts of the organisation, such as a Legal Adviser in Corporate Services. These two Senior Mayoral Adviser posts will provide the Mayor s Office with additional capacity in providing policy direction in two major areas of Olympics preparation work culture and planning. The job purpose in each of the job specifications provides further details of the posts duties. Job specification Olympics Events & Tourism Job Purpose 1. To take a lead role in developing a strategic approach ensuring that the Mayor s programme of major cultural events is integrated into the promotion of the 2012 Olympics and the other issues related to the staging of the Olympic games in London including co-ordinating relations between the Mayor s Office and LOCOG on cultural issues and ceremonies. 2. To take a lead in ensuring the London cultural and creative sector is engaged with the Olympics and the opportunities they present. 3. To coordinate work across the GLA group and with Visit London to develop activity in line with the Mayor s priorities for the development and promotion of London s cultural and creative offer including internationally in the context of the Olympics. 4. To provide a major input into the development of the strategic and corporate roles of the Mayor s Office so that its activities reflect and support the objectives and priorities of the Mayor. Principal Accountabilities 1. Creating and developing, with the Culture, Events for London and Strategic Project teams, a programme of Olympic linked cultural events, promotions and projects and ensuring that the existing programme of such events in London are integrated with the needs of the Olympics. 2. With the Senior Policy Advisor for Cultural Strategy and Culture team, ensure the programme of activity in the framework of the Olympics creates the maximum benefit for the cultural and creative sectors and for the national and international promotion of London.

13 3. In this framework, leading and directing the Events for London team, ensuring appropriate standards of performance management, staff development and taking responsibility for budget monitoring and co-ordination of the programme of events as agreed by the Mayor. 4. Maintaining an overview of the development of the cultural programme of LOCOG, and the engagement of London s cultural stakeholders especially through the London Cultural Consortium with the Olympic cultural programme and developing additional initiatives to amplify LOCOG s work in line with its strategies. 5. Working with the Senior Policy Advisor on Cultural Strategy, officers across the GLA group and with Visit London on activities related to the preparation and implementation of plans, review of policies and development of frameworks for delivering the Mayor s priorities for major projects, promotions and events involving the cultural and/or creative sectors related to the Olympic Games in 2012 including providing specialist guidance and best practice guidance. Developing and securing political and technical agreement, as required. 6. Leading multi disciplinary project teams across the GLA group and external organisations responsible for implementing these major projects and events promoting and supporting London s cultural and creative sector and contributing to the national and international promotion of London as a visitor destination, place to study and place to do business. 7. Negotiating complex issues related to the Olympic cultural and tourism agendas with cultural and creative sector parties, the private sector, boroughs and other relevant agencies including resolving policy conflicts and promoting collaborative agreements on key initiatives. 8. Representing the Mayor on issues related to this brief on external bodies including national and international organisations across all sectors, and exchanging ideas and information. Promoting the work of the Mayor and GLA to a wide range of audiences. 9. Promoting the benefits of London s diversity by promoting and enabling equality of opportunity and promoting the diverse needs and aspirations of London s communities. 10. Contributing to the development of organisational standards and performance targets to help measure the Authority s performance and best value and providing a planning and monitoring framework that reflects and supports the Mayor s objectives. 11. Contributing to corporate governance and the strategic management approach of the Mayor and GLA group. 12. Managing the resources and staffing allocated to the job in accordance with the Authority s policies and Code of Ethics and Standards. 13. Drafting and contributing to reports, briefings, presentations, speeches and press briefings for the Mayor. Key relationships Accountable to: Accountable for: Principle contacts: Director of Public Affairs and transport A team of 10 staff and resources allocated to the job (Events for London team) The Mayor, Senior Policy Advisor on Cultural Strategy, Head of Events for London, senior managers and officers of the Authority and GLA group and external cultural

14 organisations, senior government officials, government ministers, CEOs of boroughs and private sector organisations and borough leaders. Essential attributes 1. A thorough understanding of the strategic issues facing London relating to culture and the national, regional and international context. 2. An understanding of the wider social and economic issues that affect the strategic planning and implementation of policies for culture. 3. A successful track record of leading strategic policy development and project management in the relevant field. 4. A record of success in promoting equal opportunities in the development and implementation of a cultural programme. 5. A record of significant success in leading and managing multi-disciplinary teams on major projects and programmes. 6. A thorough understanding of complex political issues, and ability to work with the Mayor, members of the London Assembly and political leaders within central and local government demonstrating high level negotiating, influencing and communication skills. 7. Evidence of success in developing a credible, responsible approach, able to gain the trust of and work with a range of partners across all sectors (public, private, voluntary, community) and different operational boundaries, with probity and integrity. 8. Evidence of success in investigating and analysing problems, assimilating new information and creating and recommending solutions to difficult, complex issues. 9. Evidence of success in preparing written reports, other materials and presentations for a wide range of audiences.

15 Organisation Chart: Public Affairs and Transport, Mayor s Office Director Public affairs and Transport 1 x Senior Adviser, Olympics Events & Tourism (0.6 FTE) 1 x Business Manager 1 x Business Support Manager 1 x Business Support Co-ordinator Government, Stakeholder and International Affairs Public Consultation and Communication Events for London

16 5. Senior Adviser, Olympics Planning, Mayor s Office Job specification Olympics Planning Job Purpose 1. To work with the Director (Business Planning and Regeneration) and Senior Policy Adviser in advising the Mayor on strategic planning policy, planning applications and major development issues. 2. To work with the Director (Business Planning and Regeneration) and Senior Policy Adviser on strategic planning and development issues related to the Olympic and Paralympic Games. 3. To provide high level support and expertise to the Director (Business Planning and Regeneration) and Senior Policy Adviser r in the implementation of relevant strategies and corporate programmes and to work with officers from across the GLA group to co-ordinate activity in line with the Mayor s priorities. 4. To develop and provide high level policy advice and analysis to the Policy Directors and Senior Policy Adviser on planning and development issues 5. To promote the Mayor s planning and development policy agenda internally within the GLA and the GLA group and with outside agencies, including central and local government and external stakeholders. Core tasks 1. As requested by the Director (Business Planning and Regeneration) leading and directing officers across the GLA group on activities related to the preparation of London Plan policy review, sub-regional development frameworks, supplementary planning guidance and best practice guidance. Developing and securing political and technical agreement to these documents. 2. As requested by the Director (Business Planning and Regeneration) leading and directing officers across the GLA group on activities related to the implementation of the London Plan including promoting major development schemes and planning frameworks for Opportunity Areas, Areas for Intensification and other priority areas. Working with private sector parties, boroughs and other agencies in these areas. 3. As requested by the Director (Business Planning and Regeneration) leading multi disciplinary project teams across the GLA group and external organisations responsible for implementing major development projects in priority areas across London. 4. As requested by the Director (Business Planning and Regeneration) negotiating complex issues with private sector parties and boroughs including resolving policy conflicts in priority development areas and resolving multi-million pound planning agreements on major development schemes. 5. Advising the Director (Business Planning and Regeneration) on statutory and non-statutory strategic planning proposals and working with GLA officers to promote the Mayor s agenda in all strategic planning proposals.

17 6. As requested by the Director (Business Planning and Regeneration) advising on planning and development issues related to the Olympic and Paralympic Games including high level advice on the 40 pre-commencement strategies, planning issues related to the wider regeneration of the Lower Lea Valley and Thames Gateway and Olympic transport related planning issues. 7. Taking a strategic role in the Authority s approach to consultation on relevant strategic policy documents with a wide range of stakeholders promoting strategies and recommending appropriate policy changes to the Mayor accordingly. 8. As requested by the Director (Business Planning and Regeneration) representing the Mayor on planning and development issues to external bodies including major London and international organisations across all sectors, and exchanging ideas and information. Promoting the work of the Mayor and GLA to a wide range of audiences. 9. Keeping abreast of, and advising the Mayor on, new developments and innovations to help shape the GLA s responses to appropriate strategies, and providing up to date advice to the Mayor on current best practice. 10. Evaluating new Mayoral policy initiatives related to planning and development and promoting these within the GLA group and to external organisations. 11. Developing the relationship with adjoining regions in the context of the Inter Regional Planning Forum and working on specific projects across regional boundaries including the Thames Gateway Inter Regional planning approach and the London Stansted Cambridge study area. 12. Contributing to the development of organisational standards and performance targets to help measure the Authority s performance and best value and providing a planning and monitoring framework that reflects and supports the Mayor s planning objectives. 13. Managing the resources and staffing allocated to the job in accordance with the Authority s policies and Code of Ethics and Standards. 14. Drafting and contributing to reports, briefings, presentations, speeches and press briefings for the Mayor. 15. Promoting the benefits of London s diversity by promoting and enabling equality of opportunity and promoting the diverse needs and aspirations of London s communities. 16. Undertaking any additional duties commensurate with the level of the post. Key relationships Accountable to: Accountable for: Principle contacts: Director of Business Planning and Regeneration Staff and resources allocated to the job The Mayor, the Deputy Mayor, senior managers of the Authority and GLA group and external organisations including senior government officials, government ministers, CEOs of boroughs and private sector organisations and borough leaders.

18 Essential attributes 1. A thorough understanding of the strategic planning issues facing London and the national and regional and international context and an understanding of the legislative context in which the GLA works. 2. An understanding of the wider issues that affect the Mayor s approach to strategic planning, including transportation, the environment, housing and social policy. 3. A successful track record of leading strategic policy development in the relevant field. 4. An understanding of and commitment to promoting the Mayor s agenda for London. 5. A record of success in promoting equal opportunities in employment and service delivery within a large, complex organisation. 6. A record of success in leading and managing multi-disciplinary teams on major projects and programmes. 7. A thorough understanding of complex political issues, and ability to work with the Mayor, the Deputy Mayor, members of the London Assembly and political leaders within central and local government. 8. Evidence of success in developing a credible, responsible approach, able to gain the trust of and work with a range of partners across all sectors (public, private, voluntary, community) and different operational boundaries, with probity and integrity. 9. Evidence of success in investigating and analysing problems and creating and recommending solutions to difficult, complex issues. 10. Evidence of success in preparing written reports, other materials and presentations for a wide range of audiences and of undertaking a flexible and responsive approach to dealing with new challenges and of ability rapidly to assimilate new information on policy issues as they arise. 11. High level negotiating, influencing and communication skills together with a successful track record of providing advice to senior politicians and managers on complex and politically sensitive issues.

19 Organisation Chart: Business Planning and Regeneration, Mayor s Office Director Business Planning and Regeneration 1 x Senior Adviser, Olympics Planning 1 x Policy Adviser, Social Inclusion 1 x Business Manager Borough Liaison Team

20 6. Personal Assistant, Mayor s Office Case for the post In light of the increase of staff in the Mayor's Office to enable the delivery of the 2012 Olympics, the Mayor's Office needs an increase in administrative support. Personal assistant skills would be needed to be able to be deployed in the same way as the other personal assistants in the Mayor's Office. Job specification Job purpose 1 Provide secretarial, administrative and research support services to the director/adviser which are responsive to their needs and contribute to making their role effective. 2 Develop and maintain records and information systems in accordance with office policy and procedures. 3 Provide an effective interface between the Mayor s Office, Directors, Policy Advisers, and the other Executive Offices in the Authority, Assembly Members, senior managers of the Authority, business and voluntary organisations, and members of the communities across London. Principal accountabilities 1 Provide a full range of high level administrative and secretarial support to the director/adviser, including managing a "bring-forward" system, maintaining diaries, arranging meetings, and organising travel and accommodation. 2 Undertake research on behalf of the director/adviser and prepare briefing and position papers. 3 Ensure that the director/adviser are properly briefed on, and familiar with, the agenda in advance of all meetings of the Authority and its related organisations as appropriate. 4 Contribute to the development of effective information systems, in conjunction with the Directorate support team and senior managers of the Authority, to support the director/adviser in fulfilling their role. 5 Support the Mayor s Office Administration Manager and deputise for other personal assistants where necessary. 6 Process, circulate and respond as appropriate to incoming mail record and collate data and statistical information, producing analyses and reports as required. 7 Attend meetings, take formal records or minutes, process these in accordance with the Authority's standards and requirements, and monitor actions taken on decisions made. 8 Assist in organising and maintaining systems for the storage and retrieval of information, and file document, arrange and/or undertake, as appropriate, document production services. 9 Required to work as flexible as possible to cover unpredictable workloads. 10 Respond to internal and external enquiries, and as far as is possible process these through to their resolution. 11 Provide support to the director/adviser across a range of working parties, consultative bodies and project teams.

21 12 Manage staff and resources allocated to the job in accordance with the Authority's policies and Code of Ethics and Standards. 13 Realise the benefits of London's diversity by promoting and enabling equality of opportunities, and promoting the diverse needs and aspirations of London's communities. 14 Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary cross-department and cross-organisational groups and project teams. Key relationships Accountable to: Administration Manager Accountable for: Resources allocated to the job. Principal contacts: Directors, Policy Advisers, the Mayor s Private Office, GLA officers and support staff, Functional Bodies, external organisations Person specification 1 Evidence of successful experience working in a similar position in a high profile organisation. 2 Well-developed personal and written communication skills, including the ability to communicate with a wide range of senior staff and Members, and to produce clear and concise briefing papers and meeting 3 Evidence of success in building and forming working relationships, and working flexibly, across professional and operational boundaries. 4 An awareness of the complexities and sensitivities of working in a political environment. 5 A high level of expertise in the operation of standard office information and communication technology applications, including , spreadsheet and presentations software. 6 Evidence of proficiency in word-processing (ideally 55 wpm), including design and layout of documents. 7 Ability to develop effective confidential information storage and retrieval systems. 8 An understanding of the GLA s commitment to equality of opportunity and valuing diversity, and the ability to translate this into action. 9 Ability to work on own initiative, accurately to tight deadlines, and to prioritise between conflicting demands. 10 Ability to deal with demanding callers with tact and diplomacy.

22 Organisation Chart: Central Office, Mayor s Office Chief of Staff Administration Manager Directors & Advisers 3 x Research Assistants 1 x Project Manager 1 x Senior Correspondence Co-ordinator 1 x Correspondence Co-ordinator 8 x Personal Assistants 1 x Personal Assistant

23 7. Administrative Officer, Mayor s Office Case for the post The London Cultural Consortium has recently been established. It is comprised of key players from across London s cultural sector and is chaired by Lord Chris Smith of Finsbury. To enable the Consortium to do its job effectively, a dedicated administrative resource is required. A part-time (0.6 FTE) administrator post already exists within the Culture Team to support the work of the team in the delivery of the Mayor s Cultural Strategy. Extending this post by an extra 2 days a week (0.4 FTE) to cover the work required for the London Cultural Consortium represents an efficient use of resources. The existing role involves: Providing comprehensive administrative support to the Culture Strategy team; developing and maintaining administrative systems and procedures to support the delivery of the Mayor s Cultural Strategy through a wide range of projects and initiatives. The additional responsibilities would include: Providing a comprehensive secretariat support to the London Cultural Consortium including administering all meetings and correspondence. Job specification Job purpose 1 Responsible for providing a comprehensive secretariat support to the London Cultural Consortium including administering all meetings and correspondence (received and generated) by the Consortium. 2 Responsible for providing comprehensive administrative support to the Culture Strategy team. 3 Develop and maintain administrative systems and procedures to support the delivery of the Mayor s Cultural Strategy through a wide range of projects and initiatives. Principal accountabilities 1 Provide general administrative support, including: Setting and administering team meetings handling incoming and outgoing post arranging and/or undertaking document production services e.g. bulk photocopying. arranging meetings and managing diaries as requested. responding to correspondence 2 Lead on the co-ordination and management of all correspondence for the Mayor in relation to Culture, drafting replies as well as allocating letters across the team and monitoring delivery to ensure correspondence targets are met.

24 3 Provide main point of contact for all queries relating to the London Cultural Consortium from consortium members, stakeholders and the public. 4 Provide full secretariat function for the London Cultural Consortium, including arranging meetings, producing minutes and monitoring actions arising from the work of the consortium. 5 Plan and organise events, meetings, seminars, conferences, workshops and other projects for the Culture Strategy team. 6 Develop and maintain filing and other office systems. 7 Arrange and provide administrative support to a variety of meetings, including copying and distributing agendas, reports and taking minutes. 8 Ensure the timely ordering of supplies and services, adhering to the Authority s corporate procedures, take responsibility for the bulk distribution of documents. 9 Assist in administrative support to projects, and undertake such other responsibilities as may be required from time to time. 10 Maintain straightforward spreadsheets for statistical and other purposes. 11 Act as a central point of contact for the culture team. 12 Manage resources allocated in accordance with the Authority s policies and Code of Ethics and Standards. 13 Promote and enable equality of opportunity and promote the diverse needs and aspirations of London's communities. 14 Realise the benefits of a flexible approach to work. Key relationships Accountable to: Accountable for: Principal contacts: Culture Strategy Manager Staff and resources allocated to the job The London Cultural Consortium, Mayor s Advisor on Culture and Tourism, Mayor s Office, Culture Strategy and Culture Events Officers, other staff of the Authority, and external organisations. Person specification 1 Experience of using IT systems including word-processing and spreadsheets. 2 An ability to work at a consistently high level of accuracy and to meet tight deadlines. 3 Excellent oral and written communication skills and the ability to work as part of a team with colleagues across professional and operational boundaries. 4 Evidence of success in maintaining office systems and procedures to support the efficient and effective provision of services. 5 Well developed organisational and project co-ordination skills and the ability to work on own initiative. 6 Experience of taking accurate notes of meetings and writing concise summaries for distribution.

25 7 Evidence of working flexibly across professional and operational boundaries. Desirable attribute: Evidence of providing administrative support to cultural projects.

26 Organisation Chart: Cultural Strategy Team Senior Policy Advisor - Cultural Strategy Cultural Strategy Manager 2 x Senior Cultural Strategy Officer Cultural Campaigns Development Manager 2 x Cultural Strategy Officer 1 x Administrative Officer (0.6 FTE) 1 x Administrative Officer (0.4 FTE)

27 8. Media Monitoring Assistant, Media & Marketing Case for the post The in-house media monitoring team was set up over two years ago and this has proved to be a success in terms of achieving an efficient and effective GLA media monitoring service. An increased reading brief and the provision of additional services, such as press cutting summary report, have placed additional pressures on the team. This is particularly apparent during periods with a high level of media coverage e.g. the London bombings on 7 July. In order to continue to provide an effective, comprehensive and enhanced media monitoring service (i.e. broadcast monitoring), there is an urgent need to recruit an additional part-time Media Monitoring Assistant (0.5 FTE). Job specification Purpose of job 1 As part of a small team, assist in providing a press cuttings / media monitoring service for the press offices and staff of the Mayor of London, the London Assembly and functional bodies within the Greater London Authority family, in accordance with Service Standards. Principal accountabilities 1 Assist in providing a media monitoring service that reflects print media coverage of the activities, decisions, policies and strategies of the Mayor of London, the London Assembly and its members, and functional bodies within the GLA. This press cuttings service is to be provided in accordance with a written Service Standard / reading brief. 2 Liaise with the GLA's Research Library to provide complementary media monitoring services 3 Liaise with external contractors to sustain the supplies of materials. 4 Provide other media research support to the press officers for the Mayor and the Assembly 5 Promoting and enabling equality of opportunities, and promoting the diverse needs and aspirations of London s communities. 6 Realising the benefits of a flexible approach to work. 7 Managing resources in accordance with the Authority s policies and codes of ethics and standards. Key relationships Accountable to: Accountable for: Principal contacts: Media Monitoring Team Leader, and through that post to the Head of Media Relations (Mayor) together with an ancillary relationship with Head of Media Relations (Assembly) and the functional bodies Staff, resources and services allocated to the job. Press Officers, other officers of the GLA and functional bodies, contractors and external organisations.

28 Person specification 1 Direct media relations, PR, corporate or public affairs skills and experience. 2 An interest in politics and an understanding of the political and administrative environment within which the GLA operates. 3 A close attention to detail in analysing written material and identifying and classifying its content, and a methodical approach to presentation and record keeping. 4 Ability to identify relevant press cuttings / articles based on a detailed reading brief, and ensure compliance with written service standards. 5 Excellent oral and written communications skills, including verbal reasoning. 6 Good software skills including word processing, spreadsheets and Internet procedures. 7 Experience of adhering to performance and quality standards, working under pressure, balancing priorities and meeting strict daily deadlines with minimum supervision. 8 Willingness to work unsocial and varied hours. 9 Good inter-personal communications skills with an understanding of the value of discretion.

29 Organisation Chart: Press Office and Media Monitoring Teams Head of Media 1 Chief Press Officer 5 x Senior Press Officer 5.8 x Press Officer 1 x Chief Communications Officer 1 x Senior Communications Officer 1 x Press Assistant

30 9. Senior Communications Officer, Media & Marketing Case for the post The Mayor s Media Office has to-date managed and contained the communication and public relations requirements of the Olympics within its existing resources but this approach is no longer tenable due to the increasing and varying demands of the project. Following London s successful bid, it is now necessary to recruit a Senior Communications Officer to deal with the increased workload and also provide a focused and dedicated communication service to this major project. Job specification Job purpose 1. Develop, implement and sustain strategic media and public relations activities to recognise and highlight the impact of the London 2012 Olympic Games and the development of the Thames Gateway, using appropriate political awareness and sensitivity, with due regard to the Mayor s overall policy objectives. 2. Advise upon and strategically manage effective media communication and public relations for the Mayor s decisions, policies and strategies in support of the London 2012 Olympic Games and the development of the Thames Gateway. 3. Respond to media inquiries quickly and efficiently to sustain positive coverage of the Mayor s activities in respect of the London 2012 Olympic Games and the development of the Thames Gateway. 4. Manage and integrate activities of internal staff and external partners for effective communication and promotion of the London 2012 Olympic Games and development of the Thames Gateway. 5. Deputise for the Chief Press Officer and Head of Media Relations on Olympic or Thames Gateway issues when necessary. Principal accountabilities 1. Use political awareness and communications skills to develop and implement media strategies covering specialist areas of the Mayor s decisions, policies and strategies, principally the London 2012 Olympic games and development of the Thames Gateway. 2. Participate or manage involvement in project groups relating to the London 2012 Olympic games and the Thames Gateway, providing advice on press and PR issues as required. 3. Work with senior figures in government departments, functional bodies, London 2012, PR agencies and other external organisations to identify and maximise opportunities to promote the London 2012 Olympic Games and the Thames Gateway. 4. Work with the Director of Planning and Regeneration and members of the planning and regeneration team to identify opportunities to promote the London 2012 Olympic Games and the Thames Gateway and underpin London s role as a world class city.

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