Hammersmith & Fulham Borough of Opportunity. Executive Support Officer. Community Services. Application Pack

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1 Hammersmith & Fulham Borough of Opportunity Executive Support Officer Community Services Application Pack

2 Job Description Designation: Executive Support Officer Post Number: P07286 Department: Community Services Department Resources Section/Service: Responsible to (designation): Executive Support Manager Employees directly supervised (if any): None Family Tree: Executive Support Manager Assistant Directors X5 Executive Support Officers x 5 1. Resources 2. Adult Social Care 3. Housing Options 4. Regeneration and Housing Strategy 5. Quality Commissioning & Procurement.

3 1. JOB DESCRIPTION 1.1 To be responsible for the provision of a confidential and personal, secretarial and administrative support service to the Assistant Directors as determined by the Executive Support Manager. 1.2 To be responsible for managing the corporate and departmental processes in relation to responding to Councillors and MPs enquiries ensuring that agreed deadlines are observed and that timely performance information is available to the Assistant Director, the Divisional Management Meeting (DMM) and the Departmental Management Team (DMT) as appropriate. 2. DESCRIPTION OF DUTIES 2.1 To provide complete personal and confidential secretarial and administrative support services to the Assistant Directors of Community Services. To ensure all working papers are kept in an orderly and easily accessible manner to assist the Assistant Director in the execution of day to day tasks. 2.2 To maintain a high level of understanding of the functions and operational matters of the Department in order to be able to prioritise workload in terms of importance and urgency. 2.3 To act as the co-ordinator for the regular meetings of the Divisional Management Team and other divisional meetings at the direction of the Assistant Director by agenda planning, taking minutes as required, circulating action sheets and undertaking any follow up action as appropriate ensuring that at all times corporate due processes are followed and advising management team colleagues on these as appropriate. 2.4 To sort and prioritise all incoming mail including : Acknowledging and sending replies as appropriate Operating a bring-forward reminder system to ensure actions are within timescales required by Council and Departmental procedures and Redirecting correspondence to other Sections/Divisions as necessary. 2.5 To respond appropriately to all incoming telephone calls; to determine which calls need the personal attention of the Assistant Director; to be proactive in assisting callers, replying to queries and giving advice where appropriate; re-routing calls as necessary and to maintain a clear and concise message book system.

4 2.6 To deal as a matter of priority with correspondence and telephone enquiries involving Councillors, Members of Parliament, Directors and Managers of outside organisations and members of the public; to be responsible for progressing Members enquiries in accordance with due processes by gathering information, liaising with officers concerned, coordinating and drafting replies as required. 2.7 To liaise with Senior Officers, Senior Managers, Councillors, MPs, Senior Officers of other Departments, Authorities, Central Government Officers and Directors of outside companies. 2.9 To expedite, where appropriate, matters being dealt with by the Assistant Director and keep her/him informed of the progress. To ensure that all urgent matters relating to the work of the Assistant Directors are passed to the appropriate Senior Officer for progression during his/her absence on leave etc To undertake project support as necessary To maintain electronic calendars and to manage diaries for the Assistant Director; to maintain an up to date movement schedule of all Divisional Service Managers To be responsible for arranging appointments and meetings with staff, officers, and with other organisations as necessary. Ensuring that papers and all supporting material for such meetings are available and circulated. To arrange attendance at functions, seminars and conferences; arrange travel and expenses To liaise with divisional management team members, maintaining a reminder system on matters affecting them ensuring that they are kept aware of tasks and deadlines etc To maintain a weekly absence record for all officers directly reporting to the Assistant Director To provide high quality shorthand, audio and word-processing services to the Assistant Directors; to type Committee Reports and all other reports and correspondence, ensuring that strict confidentiality and security of sensitive and confidential material is maintained To maintain an effective, up to date, filing systems for the easy retrieval of information; to arrange archiving of dormant files; to ensure that material of a sensitive and confidential nature concerning staff, clients, and documents restricted to Senior Management is maintained securely at all times To assist in the induction of new members of staff, arranging introductory meetings with appropriate Divisional, Departmental and other personnel. To supervise temporary staff, as necessary.

5 2.18 To work in a collaborative manner with other members of the Executive Support Team so as to ensure that adequate cover and PA support is provided to each member of the Departmental Management Team in the short term absence of her/his PA To provide, at the discretion of the Executive Support Manager, administrative support in exceptional circumstances to the various Sections within the Division To order stationery, furniture and other office equipment as necessary; arrange repair/refurbishment of office equipment, accommodation or furniture To carry out all the duties of the post in accordance with the Council s Diversity policies and to promote the operation of the policies To attend and participate in supervision, team meetings and performance reviews To be responsible for carrying out the duties of the post in line with the Health and Safety at work Act and the Councils safety at work policy as may be amended from time to time.

6 Executive Support Officer SELECTION CRITERIA Candidates to Note: When completing the relevant section of your application form, please address your answers directly to each of the selection criteria below, one by one. This enables the panel to assess your ability to meet each criteria. A Ability to type accurately to a minimum of 50wpm, using audio and copy typing. Experience to an advanced level of the full MS Office suite and particular Word, Excel, Outlook and PowerPoint. [Candidates will be tested] B Ability to undertake a range of administrative duties together with comprehensive experience of maintaining filing and brought forward systems. Ability to devise and maintain effective information and resource systems. C Experience of co-ordinating and minuting large multi-disciplinary meetings. D Experience of organising and planning work efficiently and in priority order. Experience of progress chasing. E Ability to communicate effectively both orally and in writing; with experience of drafting letter/memos. F An understanding of the confidential nature of the work and of the nature of the work of the department. G Experience of working in a team setting together with an understanding of the organisational benefits of effective team work. H A commitment of the Council s Equal Opportunities Policy and the ability to understand and implement the policy in relation to the responsibilities of the post.

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