We are currently recruiting for a Personal Secretary to work within the Chief Officer Support Team for West Yorkshire Police. You will be based at their headquarters in Wakefield.
This role will be working 37 hours a week Monday to Friday
Overall Purpose of the role :-
To provide comprehensive and confidential secretarial support to the Chief Officer Team member(s).
Key outputs for role -
- Lead by example and behave in line with the Police Code of Ethics ensuring that the force values and behavioural expectations are clearly understood and considered by managers, officers and staff in their decision making and actions; reinforcing and influencing them through all interactions and processes.
- Ensure the Chief Officers are supported in their role, fulfilling their duties effectively and efficiently and able to deliver on the priorities and commitments within the Policing Strategy, by providing wide-ranging support including diary management, preparation of correspondence.
- Organise and maintain the Chief Officer's diary. Prepare and arrange regular diary meetings, ensuring both short- and long-term commitments are met. This will allow the Chief Officer to attend internally and externally at meetings and ensure local, regional and national visits and representation continue appropriately.
- Collate and prepare papers for meetings, ensuring that all necessary documents are available on time. Organise, attend and minute specified meetings, including the preparation, collation and arrangement of briefing papers, agendas, actions and notes when required. This will ensure deadlines are met, actions for the Chief Officer are noted and fulfilled in a timely manner and minutes circulated.
- Receive, screen, deal with and action; telephone calls, personal enquiries, visitors, mail and email correspondence on behalf of the Chief Officers. Promptly type, compile and circulate correspondence both internally and externally. Arrange hospitality for visitors, meetings and other events where required ensuring correspondence and meetings are dealt with appropriately.
- Develop links and good working relationships with key staff in other departments, districts, Forces and organisations. Make arrangements for other events such as Team Development Days, ensuring a collaborative approach
- Prepare detailed travel itineraries and supporting documents, making travel/hotel arrangements to allow Chief Officer travel as necessary. Organise and collect currency when required, to ensure seamless travel to meetings.
- Undertake any other secretarial support work as directed including working at different locations. This is to provide business continuity and enable the Chief Officer Support Team to fulfil Force wide requirements.
- When requested, collate, process and submit Chief Officer expenses and log any gifts and hospitality, to ensure openness and legitimacy within the Chief Officer Team.
Expertise in Role Required
- Proficient typing
- Good working knowledge of and ability to operate computerised systems eg MS
- Ability to accurately record and transcribe notes/minutes of
- Experience supporting senior
- Basic knowledge of the roles of external contacts, eg Home Office, MP's - Desirable
- Basic knowledge of the structure and hierarchy (rank system) of the Force - Desirable
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