As an Executive Assistant (EA) you will provide the highest level professional, efficient, administrative and secretarial support to your designated Executive Team (ET) member, to enable them to perform their duties in a timely and effective manner. You will liaise with other EA's and through the line management of a Personal Assistant (s)/Administrative staff, ensure that the support to the Executive Team is working effectively and efficiently. You will support your Executive Team member to manage their time and facilitate efficient management of their commitments.You will be required to have a knowledge of current local and national issues relating to Client insofar as they impact on the post and the relevant Executive Team member.
"Support and co-ordinate your manager's workflow to enable optimum use of time, including arranging relevant travel and accommodation etc. and dealing with conflicting demands.
"Deal with complex enquires on behalf of your manager.
"Manage and lead the coordination of specific Corporate or Directorate work streams/tasks i.e. Workforce Planning, Complaints Coordination, and learning and development activity.
"Provide secretariat support at your manager's meetings (including Executive Team/Board), including setting agendas, circulating relevant papers, taking minutes, following up on actions, and preparing documentation utilising a range of software packages.
"Work on own initiative, proactively taking appropriate action when issues arise in the absence of the ET member, requesting action from Leadership Team, managers and departmental heads, and track issues through to completion.
"Organise and communicate scheme of delegation in the ET member's absence.
"Manage diaries, monitoring and organising to co-ordinate with the wider EA/PA team.
"Ensure that your manager has sufficient briefings / papers well in advance of meetings and commission these from other areas of the business as necessary, directing managers regarding timely submission and scrutinising returns to ensure consistency and quality standards are met.
"Undertake research on specific tasks for inclusion in documentation/reports liaising with experts across Company as appropriate. Provide the ET member with interpretation and analysis of non-routine data, ensuring political implications are considered where appropriate, to support the ET members decision making.
"Monitor your manager's email inbox in accordance with agreed arrangements and forward/respond to correspondence as appropriate. Manage e-mails using own initiative and prioritise those requiring action.
"Manage, prioritise, and create a range of correspondence and papers, and quality assure the documentation created by direct reports. This will include the creation of confidential and urgent reports/letters for sign off by the ET member.
"Develop and implement new and changed systems and procedures within the PA support team and the team managed by the ET member, taking the lead for your area on relevant support systems e.g. DMS, MyNRW.
"Co-ordinate performance reporting and generally support the ET member in their responsibilities regarding corporate planning, annual business planning etc.
"Maintain and monitor performance against agreed goals, targets and objectives of yourself, the team and direct reports.
"Together with other EA's, arrange regular meetings of the EA/PA team, to ensure the team are informed of Company developments, best practice, consistency issues and learning, communicating clearly outcomes and managing and monitoring the progress of actions.
"Act as initial point of contact for more complex enquiries (internal and external stakeholders, general public) prioritising complex confidential/sensitive issues
"Prioritising those that require urgent attention from the ET member and/or can be directed to others within the team, thereby ensuring timely responses.
"Develop good working relationships internally and externally with all key stakeholders including politicians and senior executives from partner organisations, using discretion and confidentiality.
"Work collaboratively with the wider EA team to ensure effective working relationships, and continuous improvement.
"Deal with all forms communication and correspondence effectively, confidentially and courteously.
"Ensure visitors are dealt with to the highest customer standards including the provision of all necessary papers/ briefings in advance of all meetings and visits, clear communication re start times, ICT provision, locations and other arrangements.
Ensuring effective governance
"Coordinate and collate data to support the ET members role in managing performance, targets, KPIs, risk register, dashboards etc., meeting deadlines and addressing data inconsistencies and gaps prior to submission.
"Ensure requests for meetings, advice and decisions are responded to within a timely manner.
"Act as Secretariat for the Executive Team, & Board & other meetings (as necessary)
"Maintain effective paper and electronic filing systems, following ICT and security protocols.
"Follow companys governance arrangements for all activities.
"Maintain a knowledge of political structures and developments, external stakeholders, and current local and national issues as appropriate, thereby helping to ensure good judgement in recognising issues that require urgent attention etc.
"Maintain confidentiality, and comply with Data Protection Act responsibilities where.
Developing people and teams
"Fully line manage designated Personal Assistants/Administrative staff, coaching, mentoring and developing them and following all Companys HR policies and procedures.
"Update and maintain the ET member's communications and social media streams.
"To operate as part of the EA network, ensuring EA cover is provided across Directorates, at times of peak workload, absence etc., ensuring appropriate handover arrangements are in place to ensure key priorities are dealt with during any absence periods.
"Support wider teams as the need arises as requested by the ET member.
"Have a knowledge and commitment to company's equality, diversity and welsh language principles and policies.
"Promote Company's Code of Conduct and act as a role model of companys values and behaviours, challenging behaviours when others fail to act as role models and continually improve your own development.
Job Specific Criteria: (all Essential)
1.GSCE (or equivalent) education in Maths and English (or equivalent experience). Experience in all Microsoft office applications i.e. Word, Excel, PowerPoint, Outlook, and Access. Excellent accurate written skills i.e. drafting letters and reports.
2.Significant experience of working in an Executive Assistant, administration or PA role supporting senior level managers and stakeholders (Internal and/or external), including experience of dealing with highly sensitive matters.
3.Excellent organisational skills with the ability to plan, organise and prioritise work effectively and respond to changing priorities. Ability to use own initiative, maintain confidentiality and a flexible approach to work activities.
4.Excellent interpersonal and verbal communication skills, including tact and diplomacy and the ability to communicate professionally at levels, to build strong stakeholder relationships with senior executives, politicians and others. Act as a role model of organisational values.
5.Exercises good judgement and problem solving and be willing to be held to account for decisions, actions and choices made personally.
6.Ability to promote continuous improvement and work collaboratively within a team, encouraging others to fulfil their potential.
Welsh Language Requirements: Level 4 - Fluency in spoken Welsh
Contract type: Permanent
Work pattern: Full Time
Salary: Grade 4 - £24,528.00.
Application closing date: Monday 9th April 2018
Interviews to take place on: Friday 27th April 2018