Secretary

Job description

We are pleased to be recruiting for a Secretary to join South Yorkshire Police Force, based at Carbrook Police Headquarters in Sheffield

This is a temporary assignment until January 2025, working Monday - Friday 37 hours per week with an element of hybrid working

Please only apply for this position if you have lived in the UK for at least the last 3 years continuously - this is due to Police Vetting criteria.

Role purpose:

To provide a comprehensive secretarial service to Senior Officers to enable the District/Department to operate with maximum efficiency, working both independently and as part of a team. Assist Senior Officers in respect of any commitments at a regional or local level, developing a good understanding of their portfolios.

Summary of main duties:

·  Provide a comprehensive service to Senior Officers, using own initiative daily to make appropriate decisions, managing their time to ensure opportunities for efficiency are maximised and maintaining a high level of confidentiality, discretion, and professional integrity, ensuring Senior Officers are regularly updated and kept appraised throughout the day on current issues and relevant information.

·  Maintain and update the electronic diary of Senior Officers, including the booking of appointments, arrangement of meetings and forward diary planning to maximise their availability and effectiveness, making all relevant arrangements (including travel itinerary). Arrange and administrate PDR interviews between Senior Officers/ Department Heads and Portfolio Heads.

·  To be fully conversant with Microsoft Office applications and produce accurate and professionally presented correspondence and documentation from emails, letters, reports, spreadsheets, presentations, etc.

·  To arrange and attend local and regional meetings as required, collating, preparing, and circulating papers in advance, producing electronic minutes of the meeting, and progressing subsequent actions, including external partners and stakeholders.

·  To maintain and develop role specific administrative systems and procedures, maximising the use of desktop technology to improve operational efficiency and office processes. Maintain effective filing, retrieval, and management of both paper and electronic based systems to support audit trails and effective use of information. Maintain up to date records, ensuring archive material is safe and retrievable.

·  Receive incoming correspondence, including complaints, and prioritise accordingly, where appropriate refer correspondence to relevant personnel within District/Department, and/or acknowledge correspondence and prepare response on behalf of Senior Officers. Maintain the electronic inbox of the Senior Officers, screening incoming emails and actioning appropriately.

·  Make and receive phone calls, using initiative and judgement when handling enquiries at varying levels, liaising both internally and externally with partners and other Forces. Ensure messages are relayed and any action required are undertaken.

·  To assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or to matters that are confidential and undertake progress checks/chasers as required.

·  To receive visitors and arrange appropriate hospitality as required

·  Preparation of files and background materials for meetings attended by Senior Officers, obtaining specialised information/documentation.

·  To work collaboratively with other Secretaries and PA's both SYP and partner agencies, maintaining communication and understanding to enable problem solving, information sharing and mutual support to ensure continuity of support to Senior Officers and co-ordinating of diaries. Co-ordinating of diaries to ensure sufficient Senior Officer cover is always in force, arranging/preparing written delegated authority as required.

·  Reconcile Barclay cards and publish these accurately in line with force policy.

·  To work independently on all aspects of the role, whilst recognising when appropriate to seek advice or assistance as required.

·  Any other duties commensurate with the grade.

Essential Criteria:

Recent experience of working in an office/Secretarial role.

Computer literate and competent in the use of Microsoft Applications including Word, Excel, and PowerPoint.

Must have high ability to touch type with speed and accuracy

Experience of managing busy diaries/conflicting appointments and prioritising appropriately.

Ability to work accurately under pressure.

Desirable Criteria:

Experience of working with sensitive and confidential material.

Previous experience of taking minutes / note taking.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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