Job Ref: 215771517

Date: 2022-02-09 11:21:36

Apply Now

To provide flexible, effective and confidential business support service to the Directorates Leadership and senior management teams

To provide a proactive and “forward thinking” approach to the role and encourage the use of technology.

Key Objectives:

To provide an effective and efficient business support service ensuring work is produced to meet the standards set by the Senior Executive Assistant/PA/Business Manager.

Organise meetings and arrange venues on behalf of the Senior Executive Assistant/PA/Business Manager.

Support the Senior Executive Assistant/PA/Business Manager with setting Agendas and distributing any supporting documentation, and follow up and actions.

To deliver an efficient and customer focussed service by processing and responding to incoming communication (post, phone and emails) message taking, copying and distributing information as necessary. To communicate respectfully and effectively and confidentially with service users and colleagues, establish a rapport and build respectful, honest and trusted relationships.

To undertake generic administrative tasks plus elements of work delegated by the Senior Executive Assistant/PA/Business Manager. Ensuring tasks are completed to a consistently high quality standard and within the agreed timescale. These tasks could include copy typing, scanning and indexing of incoming documents, photocopying and sending out information either by post or electronically (this is not an exhaustive list of tasks).

To manage the flow of Freedom of Information requests ensuring responses are received in a timely fashion.

To support the exchange of information between Milton Keynes Council and other local authorities/agencies and maintain professional links.

To manage the recording of correspondence received from all levels within the organisation and to a variety of external parties ensuring responses are provided in a timely fashion.

To actively contribute to information systems offering a consistent service in relation to key information including accurate inputting to relevant databases/spreadsheets.

To ensure that purchase orders and sales invoices are processed in accordance with the Council’s finance procedures including the use of the Council’s electronic finance system. Maintain supplies to facilitate the smooth running of the office.

To work flexibly across the Directorate as required and undertake any other tasks and support to the Directorate as expected within the role.

Ability to take on additional responsibilities under the guidance and supervision of the Senior Executive Assistant/PA/Business Manager
to encourage career development e.g. note taking

Apply Now