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Secretary

Employer
West Mercia Police
Location
Nuneaton
Salary
£10309 - £11416/annum
Closing date
4 Jan 2020

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Sector
Public Sector
Hours
Part Time
Flexibility
Set hours
Contract Type
Permanent
Secretary  Nuneaton, Warwickshire   Permanent   Part time (18.5 hours) to be worked Monday, Wednesday and Thursday  The closing date for this post is 12 noon on 18th December 2019 Those currently eligible on the redeployment register will be given prior consideration. Interview dates to be confirmed  The main purpose of the role is to provide a secretarial support service to the designated site or business area ensuring it is effective, coordinated and balanced in terms of their individual and collective contribution to and alignment with the overall aims, objectives and needs of Warwickshire Police, to enable delivery of acceptable levels of policing services.  Main Responsibilities:   To ensure that the aims, intent and expectations of the alliance Vision and Values together with those of the Enabling Services Statement of Common Purpose are fully integrated into all day to day activity. To maintain a customer service ethos in the delivery of Business Support services to ensure that the post holder operates within agreed service levels as part of the wider Business Support team and there is ongoing dialogue with service users to ensure these are continually reviewed. To ensure effective monitoring and reporting arrangements are in place to maintain effective service delivery and required outcome needs are understood and can be delivered. To contribute to an environment of continuous improvement and innovation in developing streamlined processes to ensure the service remains lean and focused at all times on priority issues. To ensure that all data and information related to the Business Support function is maintained and managed in accordance with good practice in respect of its confidentiality, availability and integrity and that appropriate contingency arrangements are in place regarding the function’s service delivery To work with Secretaries in other areas to ensure effective delivery of site secretarial services in support of Business areas, adopting a team approach to ensuring service levels are developed, maintained and delivered. To provide secretarial support at other sites when required, supporting the secretarial team in meeting service requirements. To manage diaries of senior managers, arranging appointments and meetings including booking venues, collating and distributing agenda items and relevant papers, taking accurate minutes for circulation and ensure publication as appropriate on the Force’s websites. To compose routine letters on behalf of senior managers, to include acknowledgements, letters of thanks to members of the public and letters to officers/staff. To collate and analyse information from various sources on behalf of senior managers and using IT to produce high quality documents ensuring high presentation standards are maintained. To sift and prioritise senior managers post and emails during periods of A/L and monitor at other times to ensure matters are prioritised and dealt with expeditiously. To deal effectively with enquiries from members of the public and other key individuals, managing the call and negotiating effectively with the individual to achieve a positive outcome. To administer local Commendation procedures, maintaining records, preparing certificates and letters, organising awards ceremonies and overseeing all arrangements To collate and analyse information relevant to supporting the local site services, producing documents and reports as required, including spreadsheets and updating relevant systems as deemed appropriate to the role e.g. Q Drive structure. To undertake other duties commensurate with the nature, level of responsibility and grading of this post, including cover for colleagues, as required. Experience/Skills: Knowledge: 5 A – C grade GCSEs (including English Language and Maths), or equivalent. Competent in the use of IT packages including Microsoft packages or equivalent Experience: Experience of providing secretarial support to senior managers. Previous experience of working in a busy demanding office environment Proven ability to take clear and concise minutes of meetings Proven ability to deal tactfully and sensitively with people at all levels Key Skills: Excellent word processing skills Proven ability to summarise information accurately, ensuring inclusion of all salient points. Proven ability to build effective working relationships and operate as part of a wider team. Ability to influence others and negotiate to achieve a positive outcome. Excellent and effective interpersonal and communication skills. Proven ability to work unsupervised. Ability to operate calmly and professionally under pressure. Flexibility to work to changing priorities and deadlines. To operate with sensitivity and tact and to resolve conflict wisely. Ability to maintain strict confidentiality A proactive ‘can do’ approach in managing situations and people effectively Ability to work on own initiative Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work Special Conditions The duties of this role require regular travel throughout Warwickshire We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community. You will be required as part of Warwickshire Police recruitment process to successfully complete vetting and credit checks.   We support the “Happy to talk flexible working” campaign, which aims to encourage uptake of flexible working for individuals, the flexible working options that may be considered for this role include; Job Share, Part Time Working

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