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Temp Executive Support Officer/ Administrator – Resources Full Time

at Triumph Consultants Ltd London in London (Published at 12-09-2021)

What's involved with this role:

Temporary Executive Support Officer/Administrator ? Resources Reference no: Kingston RQ445756 To provide a comprehensive secretarial and administrative support service to top management, i.e. at minimum Chief Officer level. The assignment will typically be to support one service manager but may include other managers within the departmental management team. You may also undertake a co-ordinating function across the department or service area for a significant administrative activity. Typical tasks include:
  • Acts as a gateway to the service manager, being a focal point for enquiries; written, ?phone, oral. Screening requests, responding where appropriate, routing enquiries to an appropriate function, raising with service manager with accompanying background information as required

  • Creates effective working relationships. Contacts may be of significant status and influence, which impact on the Council?s reputation.
  • Provides a meeting and events service; co-ordinating attendance where numbers are significant, preparing agenda, briefing papers, electronic distribution of papers, minutes, pursuing follow up actions.

  • Prepares documents & records, (on occasions transcribes from dictation, audio, manager?s notes), using various software packages and data input systems.

  • Provides guidance to the service manager on various IT / data input systems which form part of the organisation?s standard operating systems, to enable the service manager to fulfil his/ her responsibilities.

  • Provides advice and guidance to the service manager on internal procedures, policies and operational procedures. On a continuing basis liaises with appropriate support functions, e.g. facilities, on behalf of service manager etc.

  • Progress chasing and collation of information; in response to individual issues but also where needed for senior management decision making / monitoring.

  • Where appropriate takes on a departmental or cross service responsibility that links to the service manager?s portfolio e.g. collation of information for Committee reports, departmental responses to emergency plans (etc) requiring an understanding of the issues and related aims.

  • Researches information and compiles information in response to direct enquiries, e.g. FOIA, Members/MPs and prepares briefing papers for service manager on key issues. This may include the production of statistical data and related analysis

  • From time to time, participate in departmental / cross organisational projects.

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD. If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

?Essential Requirements? ? Please check to ensure that your CV addresses the following items:

  • Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a telephone number so that we can reach you during working hours.



  • Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.



  • Your availability to work either immediately, or at short notice.



  • Substantial recent EA/Secretarial administration experience in a similar role, or context and ideally within a public sector organisation



  • To be able to type at a minimum of 50 wpm



  • Extensive experience of:


    • Providing secretarial services to a senior manager or group of managers in a complex, multi functional organisation.

    • Implementing administrative systems and supporting others in their use.

    • Managing significant contact from internal and external sources directed to a senior manager and responding appropriately using suitable communication methods.

    • Working on own initiative, organising workloads, determining priorities and meeting deadlines in an environment of conflicting demands.



    • Using a wide range of office equipment, ICT software



    • Fact finding and research, including contacts with senior colleagues, external organisations and the preparation of reports & briefings for own managers.



  • Knowledge of secretarial practices and procedures including a broad understanding of how they operate in the public sector



  • Working knowledge of Microsoft Office at a level to compile reports (including embedded tables / diagrams), correspondence, presentations, maintaining spreadsheets, meeting arrangements etc.



Other preferable/desirable details to include on your CV, if applicable:


  • Any local authority/public sector experience



  • Any relevant qualifications held or being studied for

N


If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via [email protected] but please quote both the job reference and job title exactly as they appear below:

Job Ref: Kingston RQ445756

Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Please do try to resist contacting us with requests for progress updates. We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the ?Essential Requirements? listed. Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.


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