Executive Assistant/Senior Administrator – Digital Policing

The purpose of the role is to be responsible for providing a first class professional, efficient and effective programme team support service to the DPC Programme work streams by carrying out tasks that are primary and secondary research, policy or administrative related to enable them to function efficiently and effectively, these will include; preparing correspondence to key internal and external stakeholders including forces and PCCs, suppliers, assurance groups, other National Programmes and the National Digital Team; producing briefing reports, speeches and presentations, providing attendance and support at meetings, diary management, executive support, arranging travel and accommodation needs, processing and publishing expenses.

Key Responsibilities:

• Manage incoming requests and queries, prioritising actions and monitoring team resource to ensure deadlines are met, all services provide a consistent, reliable level of support and all staff remain effective and productive.
• Provide a confidential and professional liaison service between the DPC work streams and internal and external stakeholders including forces and PCCs, suppliers, assurance groups, other National.
• Programmes and the National Digital Team by preparing correspondence and contacting on behalf of the DPC Programme work streams.
• Provide Executive Support to the local, regional and national meetings or committees chaired and/or attended by the DPC Programme work streams drafting presentations, reports and speeches for national conferences, public meetings and stakeholder events including verbal and written briefings for the DPC Programme Lead and Senior Leadership Team on key issues. Providing minute taking where appropriate. Undertaking and delegating research to produce the above.
• Lead on recruitment processes of all temporary staff and project staff arranging and conducting interview processes and ensuring all requirements are met before recruiting, including vetting and reference checks.
• Support the DPC Executive Support Officer on the provisions for maintaining the DPC Programme office including ICT provisions for all staff; managing upgrades and procurement of new systems, ensuring Health & Safety arrangements are in place and compliant, all finance administration including maintaining and reviewing all contracts and subscriptions, business continuity planning and user liaison with landlord and suppliers to research the procurement of goods and services, including office improvement plans.
• Support and report into the DPC Executive Support Officer Band D.
• Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.

Experience:

• Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
• Extensive experience supporting managers at an executive level in an organisation.
• Experience preparing documentation, including briefing reports, presentations and speeches for staff at an executive level.
• Proven experience of working in a governance or complaints handling environment within the public sector or equivalent organisation.
• Experience of office management including maintaining supplies, liaising with maintenance and landlords
• Supervisory experience, managing workloads and performance of a team of people
• Experienced in research.

Skills & Abilities:

• Advanced organisational skills, including diary management, time management, prioritisation and delegation.
• Excellent interpersonal skills with the ability to build relationships with people of all ages and backgrounds.
• High level skills in diplomacy, tact and negotiation.
• Strong IT skills including Microsoft packages or equivalent (e.g. G Suite).
• Able to communicate clearly and with confidence at all levels, including persuading and influencing to achieve timely outcomes.
• Capable of working with a minimum of supervision and taking own initiative.
• Ability to work as part of a team, including liaising with other partner organisations.
• Capable of working well under pressure and to tight deadlines.