Diary Manager and Personal Assistant to PCC

The role will provide personal assistance to the Police and Crime Commissioner, to support them to fulfil their statutory duties and achieve strategic objectives. The role will be required to effectively manage the PCC’s diary, liaising with a wide range of stakeholders to support and maintain effective relationships.

 Main responsibilities:

• Manage the PCC’s diary, arranging meetings across the Force area, liaising with ASP, partners, stakeholders and business organisations.

• Prioritise the PCC’s time effectively to support their strategic objectives, with the support of the Secretariat Manager.

• Arrange the PCC’s programme of visits, coordinating in-depth itineraries, travel arrangements and accompanying OPCC officers.

• Manage the commissioning and provision of briefings for the PCC’s external meetings.

• To provide personal assistance and secretarial support to the PCC.

• Support the overall delivery of the office, acting as the initial point of contact from Ministers, MPs, partners, stakeholders and the general public. Ensure that the appropriate member of staff deals with enquiries, and sensitively ensure the PCC’s time is prioritised effectively. Respond, as appropriate, on behalf of the PCC.

• Manage the PCC’s email inbox, ensuring all urgent emails are responded to and deadlines are met. Use own initiative on the forwarding of emails to relevant staff and the deletion of any emails not necessary for the PCC to receive.

• Manage the PCC’s internal and external mail, filing and information systems.

• Manage and coordinate the work within the PCC’s portfolio ensuring that relevant papers and required actions are responded to within stated timescales.

• Progress correspondence in the absence of the relevant individual and update the PCC as required during their absence of any key issues/developments.

• Attend meetings in an administrative/secretarial capacity, taking minutes as required.

• Prepare and schedule agendas, minutes and actions matrices, circulating information to the appropriate people prior to meetings/events.

• Arrange transport and hotel accommodation with adherence to relevant policies.

• Undertake directed basic research activity as required, briefing PCC on findings and making recommendations where appropriate.

• Coordinate and work closely with the PA to the DPCC, CoS and CFO, deputising in periods of absence.

• Demonstrate professional and efficient customer service skills in all interactions.

• Adhere to Health and Safety, Environmental Management, Data Protection, Equal Opportunities, Freedom of Information, Race Relations and European Convention on Human Rights(ECHR) legislation and ensuring compliance with appropriate local procedures.

• Work closely with other colleagues to improve operational practices, effectiveness and efficiency. Maintain and operate efficient and effective record keeping and filing systems, ensuring they are updated and information is stored and disposed of appropriately.

• Maintain professional awareness and horizons can for future developments, with a commitment to own personal and professional organisational development.

• Demonstrate a commitment to the OPCC values, equality and diversity through actions and activities.

• Undertake any other duties as reasonably commensurate with role.

Skills and Experience

• Proven experience as a Personal Assistant particularly diary management
• Strong organisational skills
• A proactive approach to problem-solving and risk management

Duration:- This temporary support is required to provide cover for a period of long term absence, likely to be 3-6 months.

Location:- Blended working – Monday to Thursday – office based, Friday – home based.

Reference:- CT111285