Business Support Executive

Location: City of Westminster

Cabinet Member Executive Support

Westminster

Contract
£18.30 per hour

Our client is looking for an experienced Cabinet Member Executive Support

Proactively manage multiple Cabinet Members’ diaries to enable the smooth and effective running of their offices

Organise the logistical and administrative aspects of complex, cross-council meetings

Ensure Cabinet Members are fully briefed for every meeting by commissioning briefing notes in a clear and timely manner

Ensure relevant officers are invited to meetings where appropriate

Respond to meeting requests from key external stakeholders

Attend and compile minutes of certain meetings where necessary and appropriate.

Proactively manage Cabinet Members’ inbox, share correspondence with relevant officers for review and advice, and draft responses as required by the Cabinet Member

Maintain clear and accurate forward plans of upcoming Cabinet Member briefings and meetings

Maintain accurate and up to date records of actions requested by Cabinet Members to support senior officers in reporting progress

Provide basic IT and tech support to Cabinet Members as required

Process and publish Cabinet Member decision notices in line with the governance standards of the council

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Casework

Support Cabinet Members and their Portfolio Advisors to handle portfolio specific casework

Ensure every complaint or casework request received by the Cabinet Member is actioned appropriately and quickly.

Provide proactive and effective casework support for councillors in their ward capacity, including matters either referred by Councillors or received directly from constituents

Liaise with relevant service areas, chasing responses as necessary and taking responsibility for following up to ensure the subject of an enquiry has been fully addressed.

Liaison with departmental contacts to investigate cases and provide advice to Councillors on how to respond to residents/correspondents.

Input cases handled to the council’s casework management system to ensure accurate records are kept.

Identify trends and potential systemic issues arising from casework handled and raise for further investigation.

Ward Budget Administration

Handle the administration of the ward budget programme under guidance and direction of senior colleagues:

Drafting contracts and decision reports for review and approval by managers

Provide regular reports on overall programme progress including financial updates for review by managers

Review of project proposals to check for alignment/crossover with existing projects and provide advice to members on suitability

General Support

Maintain the Councillor Information Hub with basic information updates such as staff changes.

Administrative tasks associated with Member training and development e.g. room booking, paying suppliers etc.

Maintain Member Register of Interests and Gifts and Hospitality declarations for public inspection under the guidance of senior colleagues.

Support Councillors as required in the organisation of and attendance at community events which are related to the council’s aims and objectives.

General administrative support across the team e.g. room bookings, event organisation etc

What We're Looking For
Essential:

Demonstrated ability of supporting senior politicians or Director-level staff in an administrative capacity

Significant relationship management experience

Ability to work under pressure to manage competing priorities and meet tight deadlines

Ability to complete administrative tasks in a simple, straightforward manner with limited supervision

Desirable

Working with politicians or in a political arena

Managing complex diaries for senior individuals

Handling casework for politicians or senior individuals in a complaints capacity

Financial administration experience, including maintaining clear and accurate records

Key Skills

Relevant graduate qualification or equivalent knowledge and experience

Evidence of continued professional and personal development

A commitment to inclusion and diversity

Keen interest in working with senior decision makers in a local government setting

Demonstratable ability to…