Executive Support Officer

Work Wales; Port Talbot; Hybrid; GBP 24,000 - 29,000; Full time

Job summary

A progressive organisation in Port Talbot is seeking an Executive Support Officer to support senior management with administrative duties. This hybrid role involves managing diaries, preparing meeting agendas, and responding to inquiries. Candidates should have previous executive secretarial experience and strong communication skills, including the ability to speak Welsh. This position offers a competitive salary and a variety of responsibilities in a modern office environment.

Qualifications

• Previous experience in an executive secretarial/administrative function.
• A high degree of organisational skills and ability to meet deadlines.
• Highly literate with excellent written and oral communication skills.

Responsibilities

• Manage a complex and busy diary for your manager.
• Prepare meeting agendas and take notes of proceedings.
• Coordinate responses to telephone and personal inquiries.

Skills

Organisational skills

Communication skills

ITC skills

Interpersonal skills

Typing and minute taking

Welsh language skills

Tools

Microsoft Office

Job description

Executive Support Officer

Port Talbot

£24,420 - £28,246 PA

6 Month Contract, 35 Hour Week

This position is to support senior management with both secretarial and administrative duties. It is to cover 6 months maternity leave and may possibly be extended. The offices are based in Port Talbot and work is offered on a hybrid basis allowing you to work from home some days subject to the needs of the business.

Duties will include:

• Manage a complex and busy diary for your manager ensuring that their time is used effectively.
• Receive, filter, and prioritise all emails and correspondence received by redirecting, flagging up potential issues that require urgent/immediate attention and/or personally drafting, sending and co-ordinating a response within set time limits.
• Manage short notice changes, re-scheduling and cancellation of appointments.
• Maintain the records management system appropriately in relation to your manager's correspondence and meeting notes.
• Support the Head of Engagement by performing the role of secretariat for several Governance work strands; including: the Management Team meeting, and the Audit and Risk Assurance Committee
• Preparing meeting agendas, distributing to members with associated papers, attending all meetings, taking a note of the proceedings and ensuring that all actions are followed up and ensuring all outstanding matters are brought forward to the next meeting.
• Receive, screen, redirect and respond as appropriate to all telephone/personal caller enquiries, sometimes of a sensitive nature.
• Screen and redirect confidential and sensitive employee information to relevant members of the Management Team, providing occasional administrative support where helpful or necessary.
• Work closely with the Head of Engagement co-ordinating the process for dealing with complaints and freedom of information requests.
• Work collaboratively with the Engagement team on a regular basis to ensure management availability for media enquiries and interviews.
• To ensure actions from meetings are directed to the appropriate function or co-ordinated for completion.
• To attend training and development sessions, internally and externally as required
• Support the organisation's aspiration to maintain an inclusive and helpful workplace culture; provide occasional cover and support for colleagues across all functions where help is needed.
• To undertake any other duties within the remit of the grade as deemed necessary by the Management Team or any of its members.

Requirements

The successful applicant will have the following experience, skills and qualities:

• Previous experience in an executive secretarial / administrative function
• A high degree of organisational skills with the ability to forward plan and meet deadlines.
• Highly literate with excellent communication skills both written and oral.
• The ability to communicate with ease in Welsh or the aptitude to improve existing Welsh language skills quickly, with encouragement and support preferred
• Accurate typing, word processing, proof reading and minute taking skills.
• Highly competent ITC skills.
• Excellent interpersonal skills with the ability to deal calmly and effectively with multiple pressures.
• The ability to quickly develop and utilise a strategic understanding of your manager's role and legislative remit.
• Experience of providing administration support / performing the role of secretariat, to support a complex initiative, project, group or a senior decision maker within an organisation.
• Experience of following and developing operational procedures.
• Knowledge of Microsoft Office systems, including word processing, excel spreadsheets, databases and internet based information management systems.

In Return

This is a senior position offering a wide variety of duties and responsibilities. You will be part of a progressive team and work in modern well appointed offices. The role is also hybrid offering opportunity to work from home some days.