Executive Support Officer

Number of Vacancies: 0

Time Type:
Full time

Worker Type:
Regular

Proposed Interview Date:
Friday, December 4, 2026

Hours of Work: 37

Job Description

Summary:

There is one full-time permanent post available.

Grade 6:
To provide first point of contact for most people visiting, calling or writing to one of the Council’s Corporate Directors. Development and delivery of highly efficient and effective ways of working for senior management, including support to other Executive Support Officers as appropriate. Work to ensure an individual Corporate Director’s needs are met efficiently and effectively alongside those of the wider senior management.

This will require effective use of personal judgement and initiative, while making sure that the Senior Management Team are kept fully informed on progress. Be adept at using emotional intelligence to anticipate issues before they arise, and then have excellent research and organisational skills to deal with the issues. They will also have an excellent understanding of the way the Council works and the key issues of the moment.

Set the standard for customer service and professionalism, and so the job-holder will need to demonstrate excellent team working, flexibility in undertaking a range of roles, and a proactive approach to getting the job done. Success will be in getting things right first time, whether that be no clashes in diary management, rapid and full response to callers, or giving visitors a first class experience of meeting in that office.

Grade 7, all of the above plus:
Working directly to ensure the Corporate Director’s and relevant City Managers’ needs are met efficiently and effectively, particular ensuring that s/he has all they need to do their job effectively (according to best use of team skills and knowledge. This will require them to effectively use their own judgement and initiative, while making sure that the Chief Executive, Corporate Directors and relevant City Managers are kept fully informed on progress.

Success in this role will be about enabling the whole of the senior management team to be effective in delivery of corporate priorities and plans.

• Organise diaries, appointments, arranging and administering meetings, etc, taking into account conflicting priorities and critical issues to ensure that work is prioritised to best satisfy objectives. Also arrange, as directed, visits, conferences and seminars, including transport and accommodation for officers.
• Monitor email traffic, dealing with emails and flagging up those that require input from Executive Support officers or the director themselves; they will exercise discretion with regard to whether to advise/deal with issues personally or to refer to senior staff.
• Respond to correspondence as required within agreed timescales and to agreed standards, dealing with enquiries from a wide range of people/members/organisations using own judgement and initiative and refer to senior staff as required.
• Responsible for administering meeting agendas – including producing agendas, maintaining the forward plan schedules and to bring forward these items as required ensuring they are uploaded on to CMIS to meet required deadlines.
• Ensure that all visitors are looked after in a highly professional and welcoming way; that they are signed‑in/out, are aware of any waiting times, and are provided with any needs or information.
• Organises and attends meetings, preparing agendas, producing and circulating minutes that are right first time, as appropriate, to provide a true record of the proceedings and indicate subsequent action to be taken as appropriate.
• Prioritise meetings, calls and workload, using independent judgement and initiative to provide…