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 – 17:00, 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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