Executive Professional Support Assistant

Manpower is currently recruiting for an Executive Professional Support Assistant based in County Hall Chichester. This is a temporary position for 3 months starting ASAP and working Monday to Friday. You will be paid £14.92ph.

Key Responsibilities

Key areas of decision making include responsibility for:

• Smooth flow of information and communication across the Directorate(s) in the achievement of the Executive Director's and directorate's objectives
• Time management, work planning tracking and prioritising for the Executive Director and their management team. Co-ordinating and managing the work of others to achieve results.
• Pre-emptive and responsive action of the Executive Director's behalf - including liaison with Members, partners, contractors, Corporate Leadership Team and Corporate Management Team
• Quality assuring work
• Providing a knowledgeable 'front of house' for the Executive Director and Directorate management team
• Decision making on behalf of the Executive Director to expedite the achievements of the Executive Director's objectives.

Self-directed and proactive, confidential (where needed) professional administration support assistance.

• Manage the work and deployment of a small team of Professional Support Assistants to best meet the needs of the business, anticipating demand and re-prioritising people and resources effectively to meet business needs.
• Undertake research and information gathering on a self-directed basis, for example drafting responses to Member questions, freedom of information requests; and direct enquiries of the Executive Director and Directorate(s) requiring a specialist reply or response to those able to respond on behalf of the Executive Director- and track completion of the reply/response.
• Develop and maintain effective working relationships with the Executive Director(s), Corporate Leadership Team(s), and any other key stakeholders to develop and manage the smooth flow of all work interactions and information.
• Work with the Executive Director(s) to ensure effective and proactive diary management, (re)prioritisation and booking of meetings, events etc, liaison with colleagues, partners and customers to manage expectations effectively and provide a positive interaction with/for the Executive Director(s) and Directorate(s).
• Ensure the Executive Director(s) is/are prepared for all meetings and communication with: Members, Chief Executive, Other Executive Directors, other key stakeholders.
• Implement and support effective diary management tools for the Executive Director(s) and engage with and ensure the provision of effective and timely business support via internal or external partners eg for example Capita Business Support
• Produce documents, presentations and spreadsheets to a high standard.
• Lead on or participate in project work as required.

Executive Professional Support Assistant 'Partner'

• Working as both a member of the Directorate Leadership Team(s) and alongside the Executive Director(s). Acquiring in-depth knowledge of the Executive Director's responsibilities and accountabilities, and that of their team.
• Prepare and debrief after key meetings that the Executive Director has/have - ensuring key actions are noted and acted upon; and providing the Executive Director(s) with a confidential and trusted facility for reflection and discussion with the postholder providing a trusted and valued single point of reference for the Director(s) and Directorate(s).
• Provide a knowledgeable 'front of house' welcome and positive experience and impression for the Executive Director(s) and Directorate(s)
• Organise and take notes for the Executive Director at key meetings to meet statutory and legal requirements (and where alternatives to note taking are not cost effective or in line with statutory requirements) e.g. employee relations meetings such as, but not limited to, discipline, complaints, panel meetings, board meetings. and Fire and Rescue operational and statutory meetings and procedures.

Qualifications and/or experience:

• You should have a proven track record of providing high calibre customer care and PA/professional support/high level business support at senior level and be familiar with the required duties.
• You will hold a recognized qualification in office skills or administration, or a business-related subject at level 4 or 5 of the national qualification's framework or equivalent experience within the workplace.
• Your will to be capable in RSA II, or equivalent relevant experience or qualification Word Processing (Word for windows), PowerPoint, Excel, Visio and Project; and be adept and proactive at picking up new technologies quickly.
• Experience of working in a fast paced, innovative work environment, whilst remaining calm.
• Experience of co-ordinating and managing the work of others to achieve results and meet business needs.
• Demonstrable experience of managing projects from start to finish.