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National Secretariat Manager

PURPOSE OF THE POST

To provide secretarial and administrative support for the effective operation of the National Secretariat. This includes the provision of Executive Support to the ECD Senior Leadership Team (SLT) and Economic Crime Portfolio National Leads. To manage and direct the National Secretariat function on a day-to-day basis including supervision and management for the police staff within the team.

MAIN DUTIES AND RESPONSIBILITIES

Supervise all administrative procedures by ensuring that the National Secretariat operates efficiently

To administer meetings chaired by and attended by ECD SLT and National Portfolio Leads, including preparation of invitations, agendas, minutes, action logs and updates. To take accurate and concise minutes and monitor all actions from these meetings to ensure that they are completed on time.

To prepare and collate briefing documentation for meetings and events attended by chief officers, ECD SLT and national portfolio leads.

To coordinate and oversee the provision of administrative support for the ECD Senior Leadership Team, providing resilience for the SLT Support Officers when required

To prepare documentation including presentations, reports, correspondence and other general administrative material to an exceptionally high standard using Microsoft Office (Word, Excel, PowerPoint), other computer systems (Credit Card System, Intranet, HR Self-Service, DMS) and other relevant technology as new systems are brought on stream.

To manage correspondence including drafting replies for signature and to provide a high quality word processing service

To manage, forward plan and prioritise personal and team workloads in conjunction with that of ECD SLT.

To provide support generally for ECD SLT and the Strategic Delivery Unit in terms of day-to-day work and overall objectives, including managing the distribution of strategic documents and developing and co-ordinating specific projects, as required and to undertake any other duties that may be reasonably requested and are appropriate to the post.

Liaise with ECD’s Management Accountant from the centre and Directorate Head in relation to budget monitoring and to provide reports as required on all aspects of SDU expenditure and revenue making full use of City of London Corporation financial management systems.

Deal promptly with invoices, collating and estimating expenditure to manage the day to day budget for the unit

To manage the strategic meeting cycle and maintain an up-to date diary of meetings and events and to provide secretarial and administrative support to these as required which, will include diary management and organisation of meetings by consulting with internal departments and outside agencies.

Ensure the integrity of all data systems by ensuring information recorded is correct and complies with organisational policy and relevant legislation and review relevant records following established criteria.

To provide a liaison and co-ordinating role between ECD and relevant stakeholders including City of London Police departments, the National Crime Agency, Home Office, NPCC etc.

Mandatory duties

Actively seek to implement the City of London’s and City of London Police Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.

Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

To undertake any other duties that may reasonably be requested appropriate to the grade.

Maintain personal responsibility for gathering, recording, storing, accessing and sharing of information in compliance with data protection and information security policy, procedures and codes of practice and legislation.

Selection Criteria

Skills

  1. A good command of the English language and the ability to communicate effectively both orally and in writing with all levels of the organisation and externally.
  2. Ability to work effectively in a fully integrated team of Police Officers and Support Staff.
  3. Ability to work with minimum supervision in a pressurised environment
  4. Proven administrative, planning and organisations skills.
  5. IT Skills, including Word and Excel, with the ability to learn new software quickly
  6. High degree of flexibility in moving between tasks and roles as business priorities dictate and willingness to work as part of a small team (including working outside normal hours when required).

Knowledge

  1. Knowledge of Police Service or the ability to assimilate detailed knowledge in a short period of time.

Experience

  1. Experience of managing and supporting staff.
  2. Proven experience of providing support to senior staff/managers.
  3. Experience in managing day to day finance/budget issues.
  4. Current experience of working within sensitive and confidential environment.
  5. Experience of processing information in a prompt and efficient manner and to precise deadlines.
  6. Proven experience in the full range administrative functions.

 

​Documents
Job description
Covering letter
​Application forms

 

Applicants who fail to address the skills/knowledge/experience of the job description will not be considered.

The closing date for applications is Monday 29th October 2018 at mid-night.    

Please email your completed application to HRServices@city-of-london.pnn.police.uk

Closing Date:
29/10/2018 05:00 PM
Grade:
D
Department:
National Secretariat Office
Location:
Guildhall Yard East
Contract Type:
Full-time, permanent
Application Type:
Application form
Salary:
£28,140- £32,640 plus £6,090 London Weighting

Apply now


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