Vacancy Information
Division / Department - Corporate Development
Grade - Grade 8
Status - Part Time
Contract Type - Fixed Term Contract
Salary Grade Range - £24,552 - £26,232
Working Hours - 18.0 Hours per Week
Shift Allowance -
Politically Restricted -
The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.
The Role
The Role: 18 hours across Mon to Weds, hours to be agreed. Provision of a proactive and responsive secretarial and administrative service to Command Team members and Senior Managers, including Secretarial and Loggist support for Force-wide Operations, and mentoring for apprentices.
Key Responsibilities
1. Act as a main point of contact and provide support to Command Teams and Senior Managers to make best use of their time.
2. Proactive management of inboxes within respective business areas when Senior Command Team and Senior Managers are on leave/absent, using initiative when prioritising emails, and dealing with them in an effective and timely manner.
3. The Senior Secretary will be responsible for ensuring email inboxes are monitored regularly by secretaries, using initiative to problem solve and prioritise cover when required.
4. Use initiative to problem solve and organise secretarial services within the business area in line with the Service level Agreement, and using knowledge and experience to develop more efficient ways of providing secretarial support within the business area. Provide secretarial support to the collaborative work undertaken by the Senior Command Team and Senior Manager where appropriate.
5. Arrangement of meetings as requested, aligning diaries of internal and external stakeholders to maximise attendance, ensuring all information is prepared and provided in advance of the meeting, liaising with external venue providers to ensure best value for money whilst meeting meeting requirements, ensuring meetings are as accessible as possible, ie use of technology to allow remote attendance, and ensuring venues are fully accessible for all those wishing to attend in person.
6. Ensuring the Senior Command Team and Senior Managers are fully briefed and that meetings run smoothly and effectively.
7. Provide secretarial support to meetings within the team and for the wider organisation as required to ensure that accurate minutes are captured electronically, and actions are recorded and distributed.
8. Co-ordination and maintenance of diaries, recording on-call and annual leave commitments for Command Team and Senior Managers only, booking work-related appointments, arranging meetings and other work-related engagements, ensuring that managers are appropriately briefed on their commitments and prepared for meetings. Supporting with the co-ordination and arrangement of award ceremonies, training days, and other events for respective business areas, ensuring venues are suitable and accessible, awards are arranged and worded appropriately, training resources are readily available, and liaising with all involved to maximise attendance.
9. Management and maintenance of an effective and consistent electronic filing system. Deal effectively with all visitors and telephone calls on behalf of the business area when required and responding appropriately, answering queries, taking messages and referring on as necessary, providing high levels of customer service.
10. Organise work-related Travel and accommodation bookings for Command Team and Senior Managers where required. Provide Secretarial and Loggist support to unplanned and pre-planned Operations where required Providing cover for other secretaries when necessary, delegating workload to other secretaries within the local team if required. Provide coaching and mentoring for lower grade Secretaries and Apprentices, communicating with them on a regular basis, to identify gaps in learning/knowledge, and assist with developing those gaps to enable them to reach their full potential.
Skills & Experience
Advanced Microsoft Office skills.
Minute taking experience and training Good general IT literacy.
Accurate typing at a speed of at least 50 words per minute supported by a relevant qualification
GCSE English Grade C or above (or equivalent)
Outlook inbox and diary management training and experience
Further Information
For any queries or if you wish to discuss the role please contact Michelle.Redshaw@sussex.pnn.police.uk
Additional Information
Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding noreply@surreysussexpolice.as.recruitmail.com to your address/contact list to ensure you receive all communications.
This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.
Please note that not all jobs are available for internal candidates across both Forces, the current agreed recruitment principles are;
- vacancies in collaborated units are available to all officers and staff across both Forces
- vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally.
If the vacancy is advertised externally and an officer or member of staff from the other Force is success it will result in a transfer of employment
Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self-employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts.
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We are only as good as our people. It's really important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach and skills that diversity brings; all of which help us deliver a better policing service. We strive to ensure how we deliver our services, provide information and how we recruit is open and accessible to all.
We have multiple staff support groups who help to improve our understanding of minority issues and ensure they are reflected in our work. We are proud members of the Stonewall Workplace Equality Index and Disability Confident, a signatory of the Race at Work Charter and aligned with the Armed Forces Covenant and the HeForShe movement.
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