West End, London
£20.00 - £21.00 per hour
5 months ago
Our client is seeking an Executive Support Manager on the initial 2 month contract with the possibility of an extension.
36 hours per week
Monday - Friday
- To manage an efficient, high quality and proactive support service to the Bi-Borough Senior Leadership Team. Thereby enabling the team to provide effective leadership of the Directorate and, ultimately, improve the lives and life chances of children in Kensington and Chelsea and Westminster.
- To line-manage Executive Support Officers and coordinate support to the Executive Director of Children's Services and the Senior Leadership Team.
- To ensure key business support processes are followed and key administrative information is kept up to date.
Duties and Responsiblities-
- Ensuring high quality support for the Senior Leadership Team, through day-to-day management of the Executive Support Team,
- Organising and providing administrative support for meetings, events or conferences involving the whole of the Senior Leadership Team.
- Coordinating and minuting regular Senior Leadership Team meetings.
- Working closely with councillors' support officers to coordinate updates from the Senior Leadership Team to councillors.
- Liaising with key stakeholders on behalf of the Executive Director of Children's Services, including MPs, Ofsted, external partners, and colleagues from other council directorates, as requested.
- Drafting and researching papers on behalf of the Executive Director of Children's Services and Senior Leadership Team, as requested.
- Communicating and chasing up requests from the Executive Director of Children's Services and Senior Leadership Team to others, in order to comply with deadlines.
- Prioritising incoming work, queries and requests for Senior Managers' attention, according to importance and urgency.
- Assisting with the management of phone calls, emails and written correspondence, responding appropriately in a timely manner.
. Ensuring Executive Support Officers meet the high standards of work required by the Senior Leadership Team; providing challenge and support as required.
- Maintaining and updating key organisational information required by the Senior Leadership Team, including the Single Point of Contact (SPOC) Rota and the Directorate's Structure Page 3 of 7 Charts.
- Planning ahead so that the Executive Support Team and Senior Leadership Team have adequate time to complete required tasks to deadlines.
- Coordinating the Executive Support Team to ensure appropriate cover is provided during periods of leave, sickness and absence.
- Overseeing key work undertaken by Executive Support Officers to provide a final sign off and quality check.
- Thinking strategically about the systems and processes used to support the Senior Leadership Team - suggesting and testing new ways of working where these can be more effective or efficient.
- Holding and using the team's procurement card as required, ensuring relevant policies and process are compiled with.
- To be responsible for the management, monitoring and reporting of the team's budget.
- Ensuring compliance with the Council's disciplinary, grievance, sickness, harassment and other relevant personnel procedures in relation to your designated team.
- Contributing to business planning and continuity processes as required.
- Purchasing goods and services ensuring that all payments and income are in accordance with Council regulations.
Skills and Experience-
- Experience in managing the provision of wide a high-quality executive support service and staff
- Substantial experience in administration and support services Page 5 of 7
- A proven ability to manage teams, helping get the most out of colleagues and assisting their development
- Experience of managing projects and developing administrative processes
- An understanding of local government and Children's Services
- Substantial experience using Microsoft Office programmes, especially Word, Powerpoint and Outlook
- Effective interpersonal and networking skills, the ability to develop and lead positive effective partnerships with colleagues from across the council
- Personally highly organised: demonstrated ability to manage a broad portfolio of activities, working under pressure to deadlines
- A proven ability to organise, manage and prioritise a team's workload
- Experience problem solving, using initiative to deal with issues as they arise
- A commitment to the Council's equal opportunities policy, and the ability to understand and implement the policy in relation to the responsibilities of the department
- An awareness of departmental, local and national issues in the local government and children's services sectors
- An ability to logically organise key information in a report or briefing note
- Strong written skills: an ability to produce error free drafts of letters, reports and emails
- An understanding of what an excellent standard looks like for a variety of administrative tasks, including diary management, minute taking and drafting correspondence
- Excellent minute taking and meeting administration skills.
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