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Personal Assistant

To act as a Personal Assistant to the Head of Information and Intelligence Department and provide a comprehensive high quality support service (both administrative and secretarial) to enable the Senior Management Team to carry out their duties to the highest standard


Manage and organise the diary of the Head of Intelligence and Information. To arrange meetings, appointments, official functions and appropriate hospitality.

Act as the focal point for all communication (both written and oral) between the Head of Directorate, the Force, other police forces, Corporation of London, Police Committee, Home Office and numerous other bodies, agencies and individuals, and to be aware of, and sensitive to, I&I/Force/City of London priorities and produce appropriate research/briefing documentation as necessary to enable officers to respond to and make informed operational / policy / other decisions.

Prepare documentation including presentations, reports, correspondence and other general administrative material to an exceptionally high standard using Microsoft Office (Work, Excel, Powerpoint), other computer systems (CBIS, SAM, ACPO Intranet, HR Self-Service, DMS) and other relevant technology as new systems are brought on stream.

Manage correspondence to/from Head of Directorate including directing incoming correspondence to others, drafting replies for signature and replying on their behalf. To provide a high quality word processing service to the team.

Co-ordinate and plan both internal and external meetings. To draft, collate and circulate meeting papers and follow up actions. To record and produce accurate minutes for the range of meetings attended by the Head of Directorate which include those at a national and strategic level and which may be of a confidential and/or sensitive nature.

Research, prepare, collate briefing documentation, verbally brief, and prepare any other relevant documentation relating to meetings attended by the Head of Directorate.

Deal with a high volume and level of e-mails, telephone calls and post. To screen visitors and callers to the Head of Directorate, ensuring the smooth running of the office in his/her absence.

Make appropriate travel and hotel arrangements for the Head of Directorate including planning full travel itineraries which may be of a national and international nature.

Manage, forward plan and prioritise personal workload in conjunction with that of the Head of Directorate. To devise and operate an appropriate ‘Bring Forward’ system.

Manage and maintain the Head of Directorate’s confidential hard copy filing system and general administration.

Handle highly classified materials and documents in accordance with the Government Protective Marking Scheme.

Manage and co-ordinate the use of the department’s conference rooms

Undertake any other duties that may be reasonably requested and are appropriate to the post.

Write, advise, collate and administer the processes for the preparation and submission of the Head of Directorate reports to ACPO. To prepare papers, briefing notes and folders for the Head of Directorate.

Mandatory duties

Actively seek to implement the 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.

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


Effective oral communication skills with the ability to deal with people at all levels in the organisation and outside agencies using tact, discretion and diplomacy, and maintaining confidentiality.

Effective written skills, to be able to draft replies for correspondence.

Proven ability to deal with information of a confidential/sensitive nature.

Proven and well-developed administrative/organisational skills with a keen sense of priorities and the ability to show initiative and work with the minimum of supervision.

IT literate and ability to use MS Office.

Willingness to work flexibly as part of a small team (including working outside normal hours is required).


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


Experience of taking minutes and organising meetings

Previous PA or Support Officer experience would be an advantage

Please email your completed application detailing the selection criteria/skills and experience to clearly quoting the Job title.

Applications close at 5pm on Friday 22nd February 2019.

The City of London Police is keen to promote flexible working and will, subject to operational policing requirements, proactively consider all applications to work flexibly.

The City of London Police is committed to equal opportunities and welcomes applications from all sections of the community.

Applicants will need to successfully pass management and security vetting. This post is MV/SC level

For more information relating to the post, please contact PS Steven Holland on 0207 601 2362.


Cover letter
​Job description
Application form



Closing Date:
22/02/2019 05:00 PM
Intelligence and Information
Wood Street
Contract Type:
Application Type:
Application form
£28,400 -£31,980 p.a. incl London Weighting

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