Executive Assistant

We have an exciting opportunity for an Executive Assistant to join our Senior Command Team (SCT). We are looking for someone who is hard working, highly motivated and has significant experience in a secretary or personal assistant role. The successful candidate will provide a comprehensive Executive Assistant service to a Chief Officer to enable the SCT to operate with maximum efficiency, working both independently and as part of a team. Also, to assist the Chief Officers in respect of any commitments at a national, regional or local level, developing a good understanding of the Chief Officer’s portfolio.

Key responsibilities:

• Provide a comprehensive Executive 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 of a Chief Officer, including the booking of appointments, arrangement of meetings and forward diary planning to maximise their availability and effectiveness, and arrange the booking of national and international travel and accommodation.
• Arrange and administrate PDR interviews between Chief Officers and District Commanders / Department Heads.
• Receive incoming correspondence, including complaints, and prioritise accordingly, where appropriate refer correspondence to relevant personnel within Districts and Departments and/or acknowledge correspondence and prepare response on behalf of Chief Officers.
• Maintain the electronic inbox of the Chief Officer, screening incoming emails and actioning appropriately.
• Make and receive phone calls, using initiative and judgment when handling enquiries, liaising with members of the public, central and local government, the Home Office, HMICFRS, the South Yorkshire Mayoral Combined Authority (SYMCA), partners and other Forces.
• Ensure messages are relayed and any action required or promised is undertaken.
• To assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or to matters that are confidential.
• Interpret and articulate on a wide range of subject matters, particularly when producing minutes from transcripts of meetings attended and undertake progress checks/chasers as required.
• Assist Chief Officers in respect of any commitments at a national, regional or local level.
• Receive visitors and arrange appropriate hospitality as required.
• To arrange annual events, including luncheons and dinners as required by Chief Officers.

Skills and experience:

• Significant current experience in a Personal Assistant / Secretarial role.
• 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.

What we offer:

• 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: South Yorkshire Police Sustainability Strategy 2020-2025.
• 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. 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.

Diversity & Inclusion:

Applications 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 applications from these valuable underrepresented groups.