Cabinet Office Support Officer

Location - London

Hourly Rate - £20.90

Full Time - Interim Position

Reference - 7861021

Background

To provide a comprehensive, coordinated and efficient support service to the Deputy Mayors and Cabinet Members.  And, support the Deputy Mayors and Cabinet Members in carrying out their Executive roles and constituency and casework.  Also to undertake work of a similar nature for the Mayor as directed by the Head of Mayor’s Office.

Key Responsibilities

• To ensure the provision of an effective, efficient and pro-active support services to the Deputy Mayors and Cabinet Members.
• To undertake research on Council related policy and general issues using a variety of techniques as directed by the Deputy Mayors and Cabinet Members, preparing reports and analyses of issues.
• To carry out constituency and casework on behalf of the Deputy Mayors and Cabinet Members.
• To maintain the diaries (electronic and/or manual) of the Deputy Mayors and Cabinet Members and, in so doing, making effective use of their time and to ensure that they are promptly notified of any changes or additions to the diary.
• To facilitate and enable links between Deputy Mayors and Cabinet Members and all others, both internal and external organisations to communicate in order to conduct the Council’s business.
• To ensure, in collaboration with others where necessary, that the Deputy Mayors and Cabinet Members are briefed fully and within appropriate timescales on all significant matters that arise from the flow of papers into the Mayor’s Office and with other official organisations with whom the Deputy Mayors and Cabinet Members are associated.
• To carry out enquiries or, investigations which may be of a sensitive or confidential nature, draw conclusions and present results to the Deputy Mayors and Cabinet Members. To brief, as required, the Chief Executive, CLT members and other senior officers as appropriate to raise awareness of emerging issues, clarify agreement, resolve any misunderstandings, identify outstanding issues to be agreed and support the Deputy Mayors and Cabinet Members in achieving and progressing decisions and policy.
• To liaise closely with Corporate Directors’ offices and other senior council staff to facilitate coordination of the Deputy Mayors’ and Cabinet Members’ official activities with those of the Corporate Leadership Team (CLT).
• To brief the Deputy Mayors and Cabinet Members on policy and operational priorities and ensure that matters are progressed.
• To maintain an up to date knowledge of working practices, managerial and political developments, techniques and legislation relevant to local government.
• To assist in ensuring that appropriate, effective and robust office systems are established and operate in the Mayor’s Office.
• To manage and deal with the Deputy Mayors’ and Cabinet Members’ official correspondence and draft responses, dealing effectively, sensitively and tactfully with a wide range of telephone calls and letters including complaints and general enquiries from the public.
• To draft reports and analyse information.
• To file correspondence and other papers in a tidy and accessible way consistent with the systems developed.
• To use and maintain the information retrieval systems established in an effective manner.
• To be the contact point between the Deputy Mayors and Cabinet Members, senior officers and outside bodies and identify issues arising from these contacts.
• To liaise with others both within the council and externally to obtain any information necessary to brief the Deputy Mayors and Cabinet Members.
• To prepare briefing notes both at the Deputy Mayors’ and Cabinet Members’ request and as a result of identifying forthcoming issues.
• To summarise, collate and prepare information to brief corporate directors and senior officers.
• To carry out project work, as assigned, ranging from the straightforward to the highly complex ensuring that all tasks are accomplished satisfactorily.
• To ensure that all agenda/background papers are prepared and available for the Deputy Mayors and Cabinet Members in adequate time for scheduled meetings.
• To arrange and attend meetings with the Deputy Mayors and Cabinet Members, take notes, give advice and take any necessary follow up action.
• To process correspondence and casework including telephone calls and letters, both routine and complex items, including research, collating and co-ordinating background information for enquiries/complaints, either written or verbal, from members, MPs, council directorates, external agencies, residents or any other sources:
  a) to ensure that such enquiries are dealt with effectively, sensitively and tactfully in accordance with any prescribed target times.
  b) to monitor progress and chase outstanding casework and correspondence to conclusion; and
  c) to send final responses or, if preferred, draft final responses for the approval/signature of the Deputy Mayors and Cabinet Members which may be of a sensitive or confidential nature, draw conclusions and present results to the Deputy Mayors and Cabinet Member.
• To create and maintain appropriate hard copy and electronic filing and record systems including confidential files.
  To record incoming post and/or allocate/delegate/distribute.
• To maintain a good understanding and knowledge of current and forthcoming local government issues.
• To be aware of the role of the Mayor’s Office and the impact which the manner of its operation has on the interface between the political and managerial spheres within the authority
• With other Members of the Mayor’s Office staff, to ensure office and telephone cover within the office at all times during normal office hours and at any other times as directed by the Mayor’s Executive Officer.
• To carry out all duties in a manner which ensure a degree of confidentiality appropriate to each individual matter.
• As directed by the Head of Mayor’s Office or in their absence Mayor’s Policy and Community Liaison Manager (Deputy Head of Mayor’s Office), to provide support services to the Mayor and/or other Cabinet Members.
• To ensure that all duties and responsibilities are performed in accordance with the Council’s policies and procedures including the Constitution, Financial Regulations, Standing Orders, Human Resources Policies and Procedures, Health and Safety Policy, etc.
• To participate in the Council’s performance management scheme, ensuring that performance standards/targets are set and met within the agreed timescale.
• To operate and use information and communications technology (ICT) as appropriate to the post’s areas of responsibility and to assist with the identification and development of new ICT applications that would improve the efficiency of the service.
• Keep abreast of professional developments, legislative changes and best practice, attending continuing professional development courses as appropriate and applying updated knowledge to present work programmes and sharing information gathered on courses, including providing training for other staff.

Qualifications and Experience

• Experience of providing excellent PA, executive, research and administrative support services
• Experience of researching, analysing and presenting information in a concise and timely manner
• Experience of working within Local Government or a similar political environment and providing a service for elected members.
• Experience of building and sustaining positive working relationships with senior figures within an organisation
• Experience of dealing with competing pressures while delivering required outcomes within agreed timescales;
• Excellent oral and written communication skills including an ability to present complex issues clearly and concisely to a range of audiences.

If you are interested in this role, please call 020 3641 9193 for further details or email your CV to apply@instajobsuk.com