Executive Assistant Ref: 01-25

Salary: Grade 7, £36,841 - £42,811 per annum (pay award pending)
Hours: Full time, 37 hours per week
Basis: 1-year fixed term
Place of Work: Dereham

We are seeking an Executive Assistant to provide a confidential executive and management support service to the Chief Executive, including secretarial support to Elected Members and Executive Board, on a one-year contract/secondment basis.

You will:

• Provide support and represent the Chief Executive and Executive Directors of the Council through a range of professional activities, including researching information and supporting the preparation of papers, speeches, presentations, and reports.
• Respond and handle complex communications through a number of different channels
• Effectively understand and manage the diary requirements of the Chief Executive in line with the needs of their Senior Managers and elected Members, to ensure that diary commitments are manageable and appropriate and in all ways to act as the gatekeeper for the Chief Executive's time.

About you:

Collaborative - You look for ways to work in partnership and listen supportively to the ideas of others, building on their ideas, while sharing your views and knowledge. You recognise the skills, talent and experience of others and reach out to them for their contribution and input.

Ambitious - You always ask yourself 'How could we do this better?', taking ownership of change and helping others to understand, adapt, implement, and embed it. You are a proud ambassador, taking pride and responsibility for the work we do and encouraging others to do the same.

Results-driven - You make sure you are clear on what you need to achieve, keeping a focus on results and solutions. You are driven, showing courage and resilience even when things don't go to plan, keeping to your promises and challenging yourself and others to deliver high-quality services.

Empowering -You ask for help and support when needed, and take responsibility if things don't go well, learning from it for your own and for the organisation's development.

Supportive - You treat others as you would want to be treated yourself, ensuring that you are welcoming, friendly and approachable. You understand and take care of your own wellbeing, as well as the wellbeing of those around you.

OK, I'm interested... But is it really the job for me?

As our Executive Assistant, you will:

• Manage the Chief Executive's email inbox, flagging urgent issues, drafting responses on their behalf and filing as appropriate.
• Prepare for all internal, external stakeholder and committee meetings, circulating briefings/ information packs ahead of time, arranging travel and booking venues as required. 
• Attend meetings and take minutes, circulating action points and / or minutes promptly.
• Work closely with and support Democratic Services on agenda items for committee and take responsibility for ensuring all follow up actions are taken.
• Build strong working relationships with all relevant stakeholders to ensure that the Chief Executive is kept informed of relevant issues, risks and concerns.
• Be willing to flex working patterns, location and approaches to meet the changing priorities and demands.
• Be able to work efficiently and effectively amidst constant interruption.

Closing date - Midday, Monday 28^th April

Job summary

Description of duties

• To provide support to the Chief Executive or Director through a range of professional activities, including researching information and supporting the preparation of papers, speeches, presentations and reports.
• The role holder will be required to manage the diary of the Chief Executive or Director in a proactive and professional manner requiring understanding of the broad role of the Chief Executive or Director and their responsibilities in general.
• To effectively understand and manage the diary requirements of the Chief Executive or Director. In line with the needs of their Senior Managers and elected Members, to ensure that diary commitments are manageable and appropriate and in all ways to act as the gatekeeper for the Executive Director's time.
• To manage the Chief Executive or Director's email inbox, flagging urgent issues, drafting responses on their behalf and filing as appropriate.
• Preparation for all internal, external stakeholder and committee meetings, preparing and circulating briefings/ information packs ahead of time, arranging travel and booking venues as required. 
• Attending meetings and taking minutes. Circulating action points and / or minutes promptly.
• To work closely with and support Democratic Services on agenda items for committee and take responsibility for ensuring all follow up actions are taken.
• To build strong working relationships with all relevant stakeholders to ensure that the Chief Executive  or Director is kept informed of relevant issues, risks and concerns. The post holder will be required to engage in effective and appropriate communication with all officers and Members of the Council.
• To establish and maintain internal and external contacts on behalf of the Chief Executive or Director, ensuring attendance at all relevant external facing / engagement events on behalf of the Council.
• To liaise with the other Executive Assistant and Senior Managers to ensure good office cover, flow of information and consistency of process and procedure.
• To manage all correspondence into corporate services, including FOI's, complaints and Data Protection requests.
• To deal with any other ad hoc requests by the Chief Executive or Director and wider Senior Management Team as required.
• To be willing to flex working patterns, location and approaches to meet the changing priorities and demands.
• Due to the nature of the role, the post holder will have to be able to work efficiently and effectively amidst constant interruption.
• Ensure compliance to all policies, procedures, standard operating practices, with recommendations for action and continuous improvement.

This job description is not exhaustive.

The job description outlines the current position and will be subject to review in the light of development within the service, in consultation with the post holder as detailed in your Contract of Employment.

Experience and Knowledge

Essential

• Experience of managing complex diary requirements at Director level.
• Experience of report writing, presentations and guidance notes on a broad range of topics.
• Significant ability to work effectively in a political environment and establish positive relationships with elected Members, senior managers and colleagues of all levels within the organisation, external stakeholders and interest groups in a way that establishes confidence, credibility and trust.
• Understanding of politics and politicians, with the ability to work within the political process
• Proven successful working relationships based on mutual understanding and respect
• Significant ability to record, and understand complex information, situations and issues in order to brief the Director accurately
• Ability to analyse complex information quickly, taking informed transparent decisions to manage risk and presenting solutions with clarity.
• Success in building team relationships and working in partnership with others.
• Ability to work with a broad range of stakeholders.
• Knowledge and understanding of the different needs of a diverse workforce and community.
• Ability to communicate effectively with colleagues / stakeholders accompanied by strong writing skills.
• Able to effectively represent the council, the Chief Executive, Directors and senior management in a positive light both internally and externally.
• Ability to positively manage the role of gate keeper to the Chief Executive and Directors time.
• Ability to manage own workload and the diary commitments of others to meet challenging deadlines and balance competing demands.
• Able to fully utilise standard Microsoft Office products to a high level.

Desirable

• Local authority or Registered Provider experience

Qualifications

Essential

• 5 GCSE's Grade C / Level 4 or above (or equivalent) including English and Mathematics
• Microsoft office programmes including Outlook, Excel and Word

Desirable

• Additional Relevant Qualifications

Essential Behaviours

• Collaborative: I look for ways to work in partnership with colleagues across services, Members and external partners #oneteam
• Ambitious: I am a proud ambassador for the Council, taking pride and responsibility for the work we do and encouraging others to do the same
• Results Driven: I understand our council priorities and how I make a difference.
• Empowering: I embrace new technology and look for new ways for our services to become digital not forgetting to be accessible for all
• Supportive: I treat others as I would want to be treated myself ensuring I am welcoming, friendly and approachable

Health & Safety (exposure to risk)

• Must adhere to all Councils H&S Policies and procedures

What's it like to work for us?

We are passionate about our people and pride ourselves on being a great place to work, we genuinely care and know that a happy workforce is a productive and motivated one! If you're still not sure, here are some stats from our 2024 staff survey to convince you..

• 94% said they feel trusted and empowered
• 90% of staff recommend Breckland as a great place to work
• 89% said they have had opportunities to learn and grow in the last 12 months
• 94% think Breckland provide positive action on health and wellbeing
• 91% said they felt supported by their manager

If you STILL need convincing, here's what some of our staff say...

• "Breckland is a fantastic employer, lots of opportunities and support"
• "Having only just started, it is a great place to work, everyone says hello, is smiley and chatty. I like the groups that are on, like carers shed and neurodiversity"
• "We are encouraged to take regular breaks and there are mental health first aiders and a wide range of good promotional aspects of healthy living and wellbeing."
• "In times of need the council offers excellent support."
• "BDC really does seem to care about the wellbeing and happiness of their staff."

At Breckland Council we have embraced the Government's agenda to modernise local government. Our approach is to lead change rather than follow it, and to add the best value we can to our communities. We achieve this by developing our employees to their full potential, providing them with the relevant knowledge, equipment, and authority to carry out their duties.

We are a dynamic and innovative organisation that is always testing and learning as we seek to continually improve. We have never stood still in response to the emergence of new opportunities, changing customer demands, and ongoing funding challenges. We have exciting plans for how to deliver the best possible services to our residents and businesses.

Breckland as a district is a special place nestled in the heart of rural Norfolk, spanning over 500 square miles of beautiful countryside and forest, with five Market Towns and over 140,000 residents. We care, we listen, and we support people and businesses within our district. We have big ideas and we are innovative in our approach, coming up with ways to meet the needs of the local communities that we serve. Through our actions, we want to make things better.

But we know that we can't do it alone. We are a collaborative organisation and we work together with others to make a greater impact. We are also an organisation where our employees can grow and develop and are empowered to achieve and succeed. We are proud of our area, and by driving investment and enabling opportunities, we can maximise its full potential. We want to inspire aspiration to live, work, visit, or do business here: we want our district to be one of choice.

We will support and enable growth and change in our thriving, welcoming places where people and businesses choose to be, knowing their ambitions can be not just fulfilled but exceeded. By listening to people, by understanding what they need and by working together, we can shape what we have to offer. By doing so, we can benefit those who are already here and those who choose to come to live, work, visit, or do business.

We offer excellent conditions of service, including:

• A local government pension scheme (14 per cent employer contribution).
• Attractive holiday package (25 days increasing after three years' continuous Local Authority service by one day per year up to the maximum of 28 days, plus bank holidays)
• Free car parking.
• Remote-enabled working arrangements.
• A newly refurbished office. See what it is like working here by watching this short film: 
  

Our commitment to talent development, on the job learning and upskilling, training and professional memberships, will keep your knowledge and skills up to date.

Closing date - Midday, Monday 28^th April

APPLY ONLINE

Equal Opportunities

We are committed to being an Equal Opportunities employer, recognising the benefits of sustaining a workforce that reflects the diversity of the community we serve. We welcome applications from anyone who feels they meet the requirements of our vacancies. These are listed as essential requirements on the person specification.