Vacancy Information
THIS POST IS BEING ADVERTISED IN PARALLEL WITH FORCE REDEPLOYMENT PROCESSES AND AS SUCH MAY BE WITHDRAWN AT ANY POINT DURING THE RECRUITMENT PROCESS.
This is an exciting time for the Office of the Sussex Police and Crime Commissioner (OSPCC) and for the people that join the team. Under the leadership of the Police & Crime Commissioner (PCC), the OSPCC is working to make Sussex safer through innovation and partnership working with colleagues in community safety and criminal justice.
The Role
To lead and coordinate all Executive Support to the PCC and Executive Management Team in writing speeches, letters and presentations for the PCC by personally researching and commissioning research in support.
To provide executive support to the PCC and Executive Management Team maintaining and arranging diaries and appointments including travel and briefings.
To manage the provision of all support functions to the Office of the Police & Crime Commissioner including liaison with the Landlord, building maintenance, IT provisions and support, Health & Safety compliance and finance arrangements.
Key Responsibilities
-To be responsible for providing a first class professional, efficient and effective executive management support service to the Police & Crime Commissioner and Executive Management Team by carrying out tasks that are primary and secondary research, policy or administrative related to enable them to function efficiently and effectively, these will include; preparing confidential correspondence to key internal and external stakeholders including MPs, councillors, ministers and other PCCs, producing briefing reports, speeches and presentations, providing attendance and support at meetings, diary management, executive support, arranging travel and accommodation needs, processing and publishing expenses.
-To line manage and support the Correspondence Officers, Interns and other temporary project staff as required allocating incoming requests and queries, prioritising actions and monitoring team resource to ensure deadlines are met, all services provide a consistent, reliable level of support and all staff remains effective and productive.
-To oversee and lead on training, support and coaching of the Correspondence Officers, Interns and other temporary project staff as required, including facilitating appropriate development, conducting performance appraisals and managing poor performance and attendance issues.
-Provide a confidential and professional liaison service between the PCC and internal and external stakeholders including MPs, senior officials, councillors, ministers and other PCCs by preparing sensitive correspondence and contacting on behalf of the PCC.
-Provide Executive Support to the local, regional and national meetings or committees chaired and/or attended by the PCC and Executive Management Team drafting presentations, reports and speeches for national conferences, public meetings and ministerial events including verbal and written briefings for the PCC and Executive Management Team on key issues. Providing minute taking where appropriate. Undertaking and delegating research to produce the above.
-To lead on recruitment processes of all temporary staff, project staff and the annual Internship Programme, arranging and conducting interview processes and ensuring all requirements are met before recruiting, including vetting and reference checks.
-To lead on the provisions for maintaining the PCC office including lead for ICT provisions for all staff; managing upgrades and procurement of new systems, ensuring Health & Safety arrangements are in place and compliant, lead on all finance administration including maintaining and reviewing all contracts and subscriptions, lead for business continuity planning and user liaison with landlord and suppliers to research the procurement of goods and services, including office improvement plans.
-To act as main liaison with Landlord to ensure lease is compliant with tenancy rights and challenging and problem solving any issues.
-Coordinate PCC meeting engagement, coordinating with Chief Officer Staff Officer to identify and resolve potential problems and issues.
-Liaise and coordinate with Sussex Police Chief Staff Officers to identify opportunities and issues and overcome problems that could result in reputational harming situations.
-Responsible for managing concerns and complaints from senior stakeholders and the public on behalf of the PCC.
-Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post
Skills & Experience
Essential:
-Degree level qualification or equivalent experience
-Excellent level of computer literacy; including advanced Microsoft Office word, Excel PowerPoint, Outlook and other packages
-Advanced qualification in shorthand, typing and administration, eg. RSA Stage 3 or equivalent.
-Minute taking training and experience at an executive level.
Extensive experience supporting managers at an executive level in an organisation.
Experience preparing documentation, including briefing reports, presentations and speeches for staff at an executive level.
Proven experience of working in a governance or complaints handling environment within the public sector or equivalent organisation.
-Ability to influence, negotiate and make decisions.
-Experience of office management including maintaining supplies, liaising with maintenance and landlords
-Supervisory experience, managing workloads and performance of a team of people
-Advanced organisational skills, including diary management, time management, prioritisation and delegation.
-Experienced in research
-Able to communicate clearly and with confidence at all levels, including persuading and influencing to achieve timely outcomes.
-Excellent interpersonal skills with the ability to build relationships with people of all ages and backgrounds.
-High level skills in diplomacy, tact and negotiation.
-Excellent attention to detail.
-Capable of working with a minimum of supervision and taking own initiative.
-Ability to work as part of a team, including liaising with other partner organisations.
-Capable of working well under pressure and to tight deadlines.
Desirable:
-A keen attitude to progress into a more senior position at the end of the contract.
-Experience of working in a political environment and an interest in local and national current affairs.
Contact Details
For further details about this role please contact Debbie Hill (debbie.hill@sussex-pcc.gov.uk) or Ali Robinson (ali.robinson@sussex-pcc.gov.uk) on 01273 481561.
Additional Information
Salary range: £31,995 - £35,481.