At a Glance
- Tasks: Provide top-notch executive support and manage confidential information for senior leaders.
- Company: Join a forward-thinking council dedicated to community service and professional growth.
- Benefits: Enjoy a stable permanent position with opportunities for training and development.
- Other info: Dynamic office environment with a focus on teamwork and personal development.
- Why this job: Be the backbone of leadership, making a real difference in service delivery.
- Qualifications: Strong organisational skills and a knack for effective communication are essential.
The predicted salary is between 30000 - 40000 € per year.
Purpose of role: To provide a highly professional, flexible, and resilient executive support service to the relevant Director and Assistant Directors within the Council, supporting service delivery, process improvements, and change. To provide efficient and effective administration services as directed and maintain management information systems relating to the directorate and services being supported under the strictest of confidence.
Key Objectives:
- To provide a highly effective, efficient, and confidential administrative support service to the relevant Director and Assistant Director including correspondence, reports, mail, diaries, appointments, and minute taking.
- To administer a range of management information systems, including correspondence, data protection, training development records, complaints, credit card spend, and areas of budgets as directed.
- To liaise and consult with Senior Managers, Service Managers, Elected Members, and staff within teams to ensure service-related queries/issues are dealt with in an efficient and effective manner.
- To be a first point of contact in relation to queries from Elected Members, Chief Operating Officer, Directors, senior officers, and others to ensure that these queries are dealt with effectively and in a professional manner.
- To respond to telephone, written, and electronically delivered queries, co-ordinating patch problems and complaints, and ensuring that the appropriate information and advice is provided.
- To support the team(s)/service(s) assigned to with the utmost professionalism and positivity, with a willingness to learn new processes and systems.
- To ensure the accurate maintenance of designated management information and control systems, including the processing of information relating to health and safety and timesheets.
- To liaise with external agencies.
- When required, to process purchase orders/invoices/recharges promptly and in accordance with any Council contractual requirements.
- To collate data as directed, ensuring the accurate input and maintenance of designated management information systems.
- To ensure that customer care standards are maintained to the highest level and complaints and grievances are dealt with in a courteous and sympathetic way.
- To ensure all targets and milestones are kept up to date on the relevant Performance Management System.
- To provide written reports and statistical information in an agreed format.
- To organise and coordinate internal and external meetings, including booking facilities, refreshments/hospitality, assisting admin support to civic events, and preparing agendas and any additional supporting information.
- To assist in working towards service performance indicators as stated within the service performance plan.
- To record receipt of incoming mail, and prepare, monitor and follow up responses, including correspondence between the Chief Operating Officer, MPs, Elected members, Senior Management team, officers, and external customers.
Equal Opportunities: The Council is committed to achieving equality of opportunity both in the delivery of services to the community and its employment arrangements. We expect all employees to understand and promote our policies in their work.
Customer Focus: To meet the Council's Standards of Customer Care at all times.
Core Tasks: To undertake any other duties which may be required within the needs of the service that are commensurate with the grade.
Health & Safety: All employees have a responsibility for their own health & safety policy.
Legislation: To comply with Data Protection legislation and all other relevant and applicable statutory legislation together with Council policies and procedures.
Training & Development: To comply with the Council's policies and practices relating to training and development, including a regular development appraisal.
Creativity: The postholder can contribute ideas relating to the tasks that they undertake, to their line manager for consideration.
Decisions and Consequences: The postholder will usually carry out allocated tasks and duties under the supervision of their line manager.
Work Context: The above duties and responsibilities do not include or define all tasks, which may be required to be undertaken by the postholder. The duties and responsibilities may vary without changing the general character of the duties or the level of responsibility entailed. These factors are reflected in the grading of the post.
Physical Demands: The post is normally office-based, so no unusual physical demands have been identified.
Executive Support Officer (Permanent) in Preston employer: JOB SWITCH LTD
As an Executive Support Officer within the Council, you will thrive in a supportive and dynamic work environment that prioritises professional development and employee well-being. Our commitment to equality of opportunity and customer care ensures a culture where your contributions are valued, and you have access to ongoing training and growth opportunities. Located in a vibrant community, this role offers the chance to make a meaningful impact while enjoying a collaborative atmosphere with dedicated colleagues.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Support Officer (Permanent) in Preston
✨Tip Number 1
Network like a pro! Get out there and connect with people in your industry. Attend events, join online forums, or even hit up LinkedIn. The more people you know, the better your chances of landing that Executive Support Officer role.
✨Tip Number 2
Prepare for interviews by researching the Council and its services. Understand their goals and challenges so you can show how your skills can help them achieve their objectives. Tailor your responses to highlight your experience in providing effective administrative support.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. Focus on showcasing your ability to handle queries professionally and your knack for maintaining confidentiality in your work.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search. So, go ahead and submit your application today!
We think you need these skills to ace Executive Support Officer (Permanent) in Preston
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Executive Support Officer role. Highlight your relevant experience in providing administrative support, managing information systems, and liaising with senior managers. We want to see how you fit into our team!
Showcase Your Skills:Don’t forget to emphasise your organisational skills and attention to detail. Mention any experience you have with diary management, minute-taking, or handling confidential information. We love candidates who can demonstrate their ability to keep things running smoothly!
Be Professional Yet Personable:While professionalism is key, we also appreciate a friendly tone. When writing your application, let your personality shine through! Show us that you can be both efficient and approachable, especially when dealing with queries from Elected Members and senior officers.
Apply Through Our Website:We encourage you to submit your application directly through our website. It’s the best way to ensure it gets to the right people. Plus, you’ll find all the details you need about the role and our company culture there!
How to prepare for a job interview at JOB SWITCH LTD
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Executive Support Officer. Familiarise yourself with the key objectives listed in the job description, such as providing effective administrative support and liaising with senior managers. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Prepare for Common Questions
Anticipate questions related to your experience with management information systems, handling confidential information, and customer care standards. Prepare specific examples from your past roles that highlight your skills in these areas. This will allow you to answer confidently and showcase your relevant experience.
✨Showcase Your Communication Skills
As an Executive Support Officer, strong communication is key. During the interview, practice clear and concise responses. You might be asked how you would handle queries from Elected Members or senior officers, so be ready to explain your approach to maintaining professionalism and efficiency in those situations.
✨Demonstrate Your Adaptability
The role requires flexibility and a willingness to learn new processes. Be prepared to discuss times when you've successfully adapted to change or taken on new responsibilities. Highlighting your ability to thrive in dynamic environments will resonate well with the interviewers.
