Executive Support Officer

Executive Support Officer

Location: Kensington Town Hall, W8 7NX
Start Date: ASAP
Contract Duration: 2+ Months
Working Hours: Mon Fri, 09 00, 37 Hours per week
Pay Rate: £ 25.37 per hour
Job Ref: (phone number removed)

Responsibilities

• Provide executive support to the Executive Director and Directors within the Environment and Neighbourhoods Directorate.
• Manage Directors calendars and email inboxes, arrange and attend meetings, take minutes, and follow up on agreed actions.
• Help Directors meet their workload and requests, highlight urgent priorities, and ensure they are well prepared for meetings and engagements.
• Coordinate corporate, directorate, and departmental tasks and requests on behalf of DMT and Directors in business planning, performance management, risk management, and more.
• Arrange and provide secretariat support to meetings, ensuring actions are tracked and followed up.
• Prepare and circulate meeting agendas and paperwork as necessary.
• Manage diary and associated documentation, prioritizing urgency of incoming work and requests.
• Draft notes, letters, reports, presentations, and other documents accurately and timely.
• Manage telephone calls and emails, resolving queries as appropriate.
• Carry out small scale projects and tasks as requested by the E&N Hub and the Executive Director/Director.
• Liaise with colleagues across the E&N Directorate and Council.
• Ensure correspondence is answered in accordance with corporate targets and in plain English reflecting RBKC Values.
• Work with Heads of Services to manage complaints and FOIs to meet corporate deadlines and standards.
• Communicate with residents and businesses, ensuring RBKC values are transmitted through all customer interaction.
• Ensure Key Decision Reports are added to the forward plan within deadlines and remind officers about deadlines.
• Help Directors produce Service Plans, risk management plans, and other key documents.
• Organize the completion of relevant dashboards and templates.
• Ensure effective scheduling and preparation of lead member briefings and related documentation.
• Provide Microsoft Office support and ensure its applications are fully utilized and adopted.
• Review and oversee the maintenance of electronic information and shared folders, ensuring easy access and archiving management information and files.
• Maximize the use of the Council s office-based and mobile IT services for information input, access, and transmission.
• Comply with information rights legislation and the Council s data quality standards.
• Report instances of non-compliance, errors, omissions, or inadequacies in procedures to the business unit manager.
• Adhere to the Council s equal opportunities policy and equalities legislation and implement them in employment and service delivery.
• Take reasonable care for personal health and safety and that of others affected by acts or omissions at work.

Person Specification

• Effectively oversee and proactively support senior managers offices in achieving their objectives.
• Establish and sustain robust professional relationships with senior executives.
• Proficient computer skills and experience with the complete suite of Microsoft applications.
• Proven organizational abilities in multitasking, showing initiative, solving problems, working independently, and prioritizing tasks.
• Ability to work as part of a team and help others.
• Outstanding interpersonal and networking abilities, capable of building strong professional relationships.
• Excellent communication skills, with the ability to convey ideas and present complex information clearly and simply.
• Good negotiating skills, able to deal with situations of conflicting demands and needs.
• Experience in managing and completing complex tasks and projects.
• Effort that exceeds expectations of managers.

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