Main purpose of position:
To provide wide-ranging, complex, and confidential secretarial, administrative, and executive support to the Chief Executive and Members of the Council.
This role also shares Support of the Mayor with the Executive Personal Assistant for the Leader and Leader of the Opposition.
You will be responsible to:
Organize and maintain the Chief Executive's diary including assisting in planning, through prioritisation, allocation and organisation of appointments within a scheduled work programme. Liaise with a wide range of people to ensure that all appropriate arrangements are made for meetings, seminars and conferences, organising travel and accommodation as necessary. Liaising and co-working with the other Executive Personal Assistant to ensure seamless cover is provided for the Leader of the Council, Chief Executive and the Mayor.
Under general direction of the Chief Executive provide support to new and existing projects through the development of business cases, commissioning work, defining standards, costs, activities and service requirements.
Attend, participate in and minute meetings, including senior management teams, ensuring information is accurately recorded and sensitive or confidential issues are appropriately dealt with. Facilitate the compilation and distribution on a regular basis of the Corporate Leaders Management Team agenda and following minutes.
Receive and filter incoming telephone calls for and personal visitors to the Chief Executive from a wide range of sources including senior management, elected Members, VIPs, other statutory agencies and the general public. Exercise judgement in prioritisation, dealing with matters within own remit and/or referring to the Chief Executive or elsewhere as necessary to ensure continuity. Initiate own telephone calls where necessary exercising tact, discretion and courtesy.
Originate and draft correspondence and reports (including committee reports) on behalf of the Chief Executive. Exercise personal judgement in ensuring that written communications are accurate, unambiguous and fluent. Ensure files and procedures are maintained and up to date. Skills and Experience:
In-depth experience of providing PA and business support to senior management in the private or public sector
Experience of organising meetings and events involving internal and external participants
Able to deal effectively with a wide range of people in a courteous, helpful but assertive manner and able to exercise high levels of tact and diplomacy
Able to produce clear, unambiguous understandable and grammatically correct minutes, presentations, and management reports
Able to use word-processing, spreadsheet, e-mail and internet applications
Able to plan and organise workload to meet organisational priorities and deadlines and to facilitate the progressing of important events and issues
Able to identify when discrimination is taking place in service delivery or in the work place and able to take appropriate action where this is identified
Knowledge of Data Protection, Freedom of Information and Environmental Information Regulation requirements
Ability to attend occasional evening and weekend events, meetings or engagements at or around the Borough
About Us
Luton Borough Council have partnered with Kent County Council to create Connect2Luton, a recruitment managed service for all contingent temporary agency, contract, and interim roles at the Council.
Our heritage and being local government owned which means we have a wealth of knowledge and expertise within the public sector, with many of our employees having previously worked for the Council or have supplied previously into the Council, for several years.
We are an equal opportunities employment agency and business that positively encourages applications from all suitably qualified and eligible candidates.
Connect2Luton is a trading style of Luton & Kent Commercial Services LLP - A joint venture between Luton Borough Council & Commercial Services Kent Ltd. Connect2Luton is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates
Salary description
£17.18 - £18.85 per hour