Members Support Officer - London

Secretarial and Business Support
Ref: 173 Date Posted: Wednesday 04 Jul 2018
LinkedIn ShareShare
More

Contract Role, Woolwich, 9 to 5, £14.34 - £18.49

DUTIES OF THE POST Under the direction of the Members’ Support Services Manager, provide secretarial, administrative and personal assistant support to allocated Councillors. To work as a member of a team in ensuring that services to Councillors are provided in accordance with specified service standards and working protocols.

 

Specifically:

  • To assist and support allocated Councillors in carrying out their Council duties and responsibilities, including processing correspondence and enquiries, responding on their behalf as appropriate, and preparing or drafting correspondence for their signature/approval

 

  • To investigate individual cases on behalf of allocated Councillors in respect of their special responsibilities and in their role as a Ward Councillor, seeking information from appropriate officers in order to provide a comprehensive response. To bring to the attention of allocated Councillors any cases requiring their personal attention. To maintain appropriate records using information systems including Covalent

 

  • To acquire and maintain an awareness of issues and developments relevant to the special responsibilities of allocated Councillors and to bring relevant matters to their attention as appropriate. To ensure that the allocated Councillors are kept fully briefed on important and potentially controversial matters

 

  • To ensure that letters, telephone calls and other enquiries are dealt with on behalf of allocated Councillors. To be responsible for the receipt and logging of all incoming post, ensuring that appropriate action is taken. Exercise discretion in individual cases as to whether a matter needs to be brought to the attention of the allocated Councillor, or can be referred to the relevant Council Department. To maintain records as appropriate of such enquiries and action taken

 

  • To act as a contact point, as appropriate, in relation to matters being, or to be dealt with, by the allocated Councillors. To relay information and take action, as appropriate, to ensure that activities are properly co-ordinated

 

  • To maintain appointment diaries for the allocated Councillors. To maintain a bring forward system relating to matters dealt with on behalf of allocated Councillors and to progress these matters, as necessary

 

  • To arrange meetings on behalf of the allocated Councillors, including collating relevant papers, preparing minutes and all domestic arrangements. To assist the allocated Councillors in preparing for such meetings and other events as necessary, by obtaining information, providing briefing papers, etc on matters to be discussed

 

  • To be responsible for booking seminars, conferences and accommodation etc and for all travel arrangements

 

  • To undertake word processing, as required. To be familiar with and operate a range of software including Internet/Intranet, spreadsheets, databases and electronic diaries

 

  • To liaise on behalf of the allocated Councillors with Chief Officers and other Council staff, the Press Office, members of the public, community groups, other local authorities, local authority associations, government departments, Members of Parliament, and other agencies and organisations

 

  • To research, record and collect data and statistical information, producing analysis and report/briefing notes as required

 

  • To undertake other assignments or projects, appropriate to the work and grade of the post, as directed by the allocated Councillors or Members’ Support Services Manager

 

  • Ensure that allocated Members receive a level of service which is appropriate for their allocated responsibilities and is in accordance with specified service standards and working protocols

 

  • As directed by the Members’ Support Services Manager, to work with and provide relief cover for other Support Officers, in order to ensure that priority demands are met and to assist the team in providing and maintaining a high quality support service for Councillors

 

  • As a member of the Members’ Support Section, to assist as required in other activities relating to the work of the Section to ensure the overall success of the Section in maintaining acceptable levels and quality of services and in meeting priority demands

 

  • In discharging the duties of the post to have regard to the Health & Safety, Equal Opportunities, and Customer First policies of the Council