Executive Assistant to CFO & CE Job Description



EAST SUSSEX FIRE AUTHORITY

Job Description

| | | | | |

|Work Designation: |Principal Officers’ Executive Support |Location: Shared Headquarters |

| | |

| | |

|Job Title |Executive Assistant to Assistant Chief Fire Officer |

| | |

| | |

|Rank or Grade: |Job Family 2 |

| | |

| | |

|Directly Responsible To: | |

| |Assistant Chief Fire Officer |

| | |

MAIN PURPOSE OF JOB

To provide the Assistant Chief Fire Officer professional Executive Assistance, Secretarial and Administrative support in their national, regional and local roles.

POSITION IN ORGANISATION

1. Directly Responsible To: Assistant Chief Fire Officer

2. Specialist relationships (Internal):

Other Principal Officers

Members of the Senior Leadership Team and other internal managers

Deputy Monitoring Officer

Executive Support Officers to Principal Officers

Democratic Services

Elected Members of the Fire Authority

Other PA’s / EA’s within ESFRS

3. Specialist Relationships (External):

Chief Fire Officers and Senior Officers and EA’s of other FRS’s and Local Authorities

Members of other Local Authorities

Other Fire & Rescue Related National Associations including NFCC, Home Office.

Partner Agencies including Police, SECAmb and Coastguard.

RESPONSIBILITIES AND DUTIES OF JOB

The Executive Assistant to the Assistant Chief Fire Officer (ACFO) is responsible for the following:

1. To support the ACFO in relation to their local, regional and national roles.

• Providing, prioritising and maintaining excellent diary management for the ACFO including arranging internal and external appointments, making travel and accommodation arrangements;

• collating agendas, papers and documents in advance of meetings attended by the ACFO and following up outstanding action points on relevant corporate projects for which the ACFO may be respectively responsible;

• attending meetings, preparing agendas and collating papers, producing high quality minutes and action matrices for distribution and monitor / chase progress;

• arranging venues, accommodation, refreshments and other domestic matters as required;

• undertaking shorthand/audio/typing/word processing and producing high quality documentation with strong attention to detail including proofreading skills;

• drafting routine letters or correspondence and managing matters of a non-controversial nature for approval;

• dealing with research, as required, for the ACFO;

• identification of the importance of information, who this should be made available to and prioritise allocation of work to uniformed and support staff;

• managing email work prioritisation, managing the reduction of unsolicited emails and SPAM email management, undertaking email tasks work where possible and ensuring electronically received documents are saved in the appropriate business directory folders.

• maintaining personal and confidential files including archive management; and information management of both electronic and hard copy files in line with ESFRS information management policies;

• Use of bring forward systems and initiative to introduce new systems where appropriate;

• Report from internal database systems, such as Firewatch, as required;

• taking telephone calls, routing them appropriately and dealing with routine enquiries;

• providing assistance for the CFO in the absence of the CFO’s Executive Assistant;

• providing assistance for the DCFO in the absence of their Executive Assistant ;

• contributing to the effective management of the Principal Officer’s Secretariat by assisting with the overall secretarial and support service workloads as directed;

• providing assistance to maintain the routine functions of the Principal Officer’s Secretariat such as managing bookings and document management;

• undertaking work of a confidential nature, in particular in support of the ACFO in relation to their functional roles;

• undertaking other such duties on behalf of the Principal Officers to ensure effectiveness and efficiency of those Officers;

• providing Secretarial and Administrative Support as required, to Regional and National Committees attended by the ACFO;

• assisting with the cover arrangements to ensure the Principal Officer Executive Support suite is staffed over annual leave and over lunch break periods as co-ordinated by the CFO’s Executive Assistant.

2. Financial:

To hold and appropriately sanction purchases on a credit card for ESFRS and maintain account details in respect of this or use and administration of a credit card for ESFRS.

LIMIT OF AUTHORITY

1. Personnel: None.

2. Financial: Use and administration of a credit card for East Sussex Fire & Rescue Service.

NOTE: This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or the level or responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

All staff must comply with all Service and Corporate Polices including Equality and Diversity and Health and Safety at Work.

EAST SUSSEX FIRE AUTHORITY

Person Specification

|Title: |Directorate: |

|Executive Assistant to Assistant Chief Fire Officer |Principal Officers |

|Grade: |Department: |

|Job Family 2 |Principal Officers/Executive Support |

|KNOWLEDGE |

|1. |Educated to GCSE level or equivalent (Maths and English). Essential |

|2. |RSA Qualification Stage 3 in word processing or equivalent |

|3. |Evidence of fast and accurate shorthand gained through qualification and application. Desirable |

|4. |Computer literate including considerable work experience of Microsoft packages and the ability to adapt and report from internal database |

| |systems. Essential |

|5. |Evidence of audio typing ability gained through qualification and/or application. Essential |

|6. |Evidence of knowledge gained as a PA in a large multiple diverse organisation. Essential |

|7. |NVQ Business Administration Qualification. Desirable. |

|INTELLECT |

|1. |Prioritisation and organisational skills to meet strict deadlines and undertake complex document management. Essential |

|2. |Ability to work with and use initiative with regard to strategic matters. Essential |

|3. |Required to respond in the absence of the ACFO and make decisions on his behalf. This will require an understanding of the ACFO’s aims and |

| |objectives and the outcomes required. Essential |

|4. |Reliability, integrity and confidentiality. Essential |

|5. |Being able to adjust to a variety of management styles. Essential |

|6. |Confident, self-motivational ability, working to high standards without the need for general supervision or management. Essential |

|7. |Able to work as part of a team. Essential |

|8. |Able to promote the principles of equality and diversity and the values of the organisation. Essential |

|INTERPERSONAL & COMMUNICATION SKILLS |

|1 |Excellent written and verbal communication skills, keyboard and telephone skills. Essential |

|2 |The ability to take and produce accurate minutes at a variety of committees and meetings at local, regional and national level. Essential |

|3 |Sensitivity to the needs of others which will include working on the ACFO’s behalf in areas of extreme political and personal sensitivity. |

| |Essential |

|4 |Pleasant, helpful manner. Tactful with an awareness of the needs of Senior Managers and dignitaries. Essential |

|PREVIOUS EXPERIENCE |

|1 |Previous experience of secretarial/administrative work in a quality based, busy working environment. Essential |

|2 |Experience working alongside a wide variety of professional staff. Essential |

|3. |Experience of working in a large organization with a diversity of functions. Desirable. |

|OTHER |

|1 |A flexible approach to working hours, occasionally requiring early starts/late finishes and overnight stays based on the demands of the role. |

| |Essential |

|2 |Able to travel to and attend meetings with the ACFO at different locations both in and outside of East Sussex. Essential |

|3 |Current driving licence. Desirable |

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download