Executive Support Manager

Description:

Looking for someone with strong Executive Assistant skills and experience, preferably in a local authority. Must be quick to learn, pro active. Required to work in the office 3 days per week. On a Monday and Wednesday plus one other day.

Main Purpose of the job:

Provide efficient, modern and appropriate administrative support to the Council’s Senior Leadership Team, through direct support to an Executive Director and through line management of two Executive Support Officers.

Act as trusted a partner and adviser to an Executive Director, supporting them to make well informed operational and policy decisions.

Summary of Responsibilities and Personal Duties: As a Lewisham Team Leader you will:

1. Adapt the planned delivery of services to ensure changing community and customer needs.

2. Monitor and review service outcomes ensuring effective delivery of personal and team objectives.

3. Ensure the continuous improvement in services using creative and informative inventions as well as effective performance and quality management.

4. Plan, deploy and co-ordinate people resources to meet changing operational needs.

5. Ensure services meet statutory and identified organisational standards and regulations.

6. Ensure an understanding of the impact of your service on other functions.

As an Executive Support Manager you will:

1. Manage a team of two Executive Support Officers who support the Executive Director’s Directorate, providing direct support to Directors.

2. Draft reports, briefings, communications materials (for staff, Councillors, partners and residents as required) and other documents to a high quality standard.

3. Routinely carry out research, obtain information and prepare briefings for, and on behalf of, the Executive Director, or other appropriate officers.

4. Lead and participate in multi-disciplinary projects as required and provide regular feedback on progress.

5. Proactively maintain a strong awareness and understanding of matters, priorities and key issues affecting the Directorate and its services.

6. Attend a range of meetings for and on behalf of the Executive Director, taking notes and reporting back as necessary.

7. Maintain diary and plan workloads the Executive Director, liaising with other Support Managers and Officers to ensure proper co-ordination across the directorate and the Council.

8. Set up and manage an effective forward planning system to support the Executive Director manage their directorate.

9. Manage the co-ordination of cross-directorate information. To assist in the programming of reports to committee, ensuring timescales are adhered to.

10. Service meetings chaired by the Executive Director through the preparation and dispatch of papers, producing a record of actions and ensuring appropriate follow up action.

11. Lead on the processing and drafting of Council questions, freedom of information requests, complaints, casework and members enquiries.

12. React effectively and in a timely manner to the varying demands and deadlines set/requested by Directors and by prioritising own workload.

13. Work flexibly and provide cover for colleagues within the team and for Executive Support Managers as required.

14. Participate in the development of team priorities and objectives.

15. Develop and update procedures within own work area as required to comply with changing needs.

16. Work tactfully and professionally with both internal and external contacts at all levels including the Mayor, elected members, the Chief Executive, senior managers and officers within the Council and in other external organisations, MPs, Trade Union officials, public sector partners and community representatives