Syp - Personal Assistant To Chief Officer

Role:                 Personal Assistant to Chief Officer

Department:     Senior Command Team

Location:          Carbrook – Force HQ, Sheffield

Salary:              Band D - £29,874 - £33,915

Hours:               37 hours per week

Contract Type: Temporary until January 2025

Role Purpose:

To provide a comprehensive Personal Assistant service to a Chief Officer to enable the Senior Command Team to operate with maximum efficiency, working both independently and as part of a team.  Assist Chief Officers in respect of any commitments at a national, regional, or local level, developing a good understanding of the Chief Officer’s portfolio.

Some of the Key Responsibilities are:

• Provide a comprehensive Personal Assistant service to a Chief Officer, using initiative on a daily basis to make appropriate decisions, managing their time to ensure opportunities for efficiency are maximised and maintaining a high level of confidentiality, discretion and professional integrity, ensuring Chief Officers are regularly briefed and kept appraised throughout the day on current issues and relevant information.
• Maintain and update the electronic diary system (both work and personal) of a Chief Officer, including the booking of appointments, arrangement of meetings and forward diary planning to maximise their availability and effectiveness, making all relevant arrangements including planning and booking national and international travel and accommodation. Arrange and administrate PDR interviews between Chief Officers and District Commanders / Department Heads.
• To arrange and attend local, regional, and national meetings as required, collating, preparing, and circulating papers in advance, producing electronic minutes of the meeting, and progressing subsequent actions, including with external partners and stakeholders. (This may involve overnight stays outside the force area)
• maintain and develop administrative systems and procedures, maximising the use of desktop technology to improve operational efficiency and office processes. Maintain effective document filing, retrieval, and management systems both paper and electronic based to support audit trails and effective use of information. Maintain up to date records, ensuring archive material is safe and retrievable. In respect of Chief Officer expenses, reconcile Barclaycards and electronically publish these accurately and in a timely manner on the Internet in line with Force policy. Record gifts, gratuities, and hospitality on the Centurion system.

Skills and experience required for the role:

• Significant, current experience as a Secretary/Personal Assistant.
• Computer literate and competent in the use of Microsoft Applications including Word, Excel, and PowerPoint
• Must hold RSA Level 2 or equivalent typing Qualification.
• Previous experience of minute taking at a strategic level
• Experience of managing busy diaries and conflicting appointments and prioritising appropriately
• Ability to work accurately under pressure.

For further information relating to the role and tasks of this position, please refer to the attached role profile.

What we offer:

We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

• A highly competitive salary and access to a generous pension scheme
• Generous annual leave allowance
• A wide range of family friendly policies including enhanced maternity, paternity, and adoption leave.
• Flexible working arrangements including flexitime and hybrid working.
• A transparent and collaborative team culture underpinned by our core values of Fairness, Integrity & Trust
• Comprehensive range of development and leadership courses to develop your career with South Yorkshire Police
• Employee Assistant Programme (accessible 24/7) offering confidential support and advice.
• Flexible lifestyle benefits such as: Blue Light Card, Company Shop, Cycle to work scheme.
• Committed to embedding sustainability: Force sustainability strategy - SYP (southyorkshire.police.uk)
• Membership to the Sports and Social Club
• Access to a wide range of staff support groups and networks

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 5 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

South Yorkshire Police is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff, and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.

South Yorkshire Police’s Key Values:

At South Yorkshire Police we have 3 key values which run through everything we do Fairness, Integrity & Trust, the attached document details the key behaviours we expect all employees to adhere to.

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables South Yorkshire Police to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid.

This role has been evaluated as a Hybridrole.

Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home.

Closing Date: Friday 16 February 2024 @ 23.55

Shortlisting Date:21 February 2024

Interview Dates:26 & 27 February 2024

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made with the Talent Acquisition Manager, Recruitment, and the Line Manager for the role.

Contact point for applicants:

For further information about the role, please contact Alison Fletcher via email - Alison.Fletcher@southyorkshire.police.uk . 

Diversity & Inclusion:

Expressions of interest are particularly welcome from female and ethnic minority candidates.

It is really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills. We support and value all officers and staff and the unique experiences they bring to the role. We strongly encourage and welcome expressions of interest from these valuable underrepresented groups.

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk

In addition, we will look to support anyone who requires Part Time/Job share working hours.

Candidate Information:

Please note that, should you be successful at the interview stage and before appointment, the relevant pre-employment checks are required. These include references, medical clearance, vetting clearance, and sickness absence criteria check.

Internal Candidates:

To apply for this post as a secondment, you must have the support of your current Line Manager. This should be sent via email to the Hiring Line Manager. Please ensure that the role title and the closing date are stated in the subject of your email. If support is not given and you wish to apply as a on a Fixed Term Contact basis, then you must contact a member of the Talent Acquisition Team before submitting your application form.

Without support, your application will not be considered any further.

How to apply:  Please click ‘Apply’