Senior Support Assistant - Team

Who we are & what we stand for

Do you want to help make Gateshead a place where everyone thrives? If that sounds like you, keep reading - we might be the perfect match.

We're delighted that you're interested in working with us. You'll be joining us at a very exciting time.

We pride ourselves on our ambitious and forward-thinking approach to taking care of Gateshead and its people, and we passionately believe that our employees reflect that spirit in truly enabling Gateshead to thrive.

At Gateshead Council you'll be a highly valued member of a team that recognises and respects the skills that you bring to your role, encourages creativity and passionately advocates a great work / life balance. Our actions speak louder than words, and with flexi-time and hybrid working available across many of our roles, as well as a full suite of outstanding employee benefits, we're confident that it isn't just the salary that attracts our staff.

Please not that this is a fixed term Maternity Cover vacancy

The post holder will provide support and assist Directors and Senior Officers across the Housing, Environment and Healthy Communities group. The role will involve coordinating partnership and governance meetings and attending in a support capacity to accurately take and record minutes, managing diaries, responding to enquiries and handling invoices. The post holder will also provide assistance to programmes and projects, taking notes and action points, carrying out actions and contributing to key project documents.

Diary management

• Diary management to support the senior leadership team.

Effectively respond to enquiries, including:

• Telephone enquiries.
• Postal enquiries.
• Emails received in central inboxes.
• Enquiries via social media channels.

Financial and administrative support

• Handle invoices, raise orders, and update relevant systems and spreadsheets.

Coordinate partnership and governance meetings, including:

• Preparing agendas, reports, and associated papers in a timely manner.
• Making room bookings and arranging equipment or facilities.
• Arranging and setting up virtual meetings via Microsoft Teams.
• Attending meetings and taking minutes.

Provide assistance to internal and external programmes and projects (e.g. Housing Improvement Programme), including:

• Arranging project meetings and workshops.
• Taking notes and recording action points.
• Carrying out actions from meetings.
• Conducting relevant research.
• Supporting project administration, including contributing to project plans and core documents.

Assist senior officers in meeting corporate and governance responsibilities, including:

• Freedom of Information (FOI) requests and Subject Access Requests (SARs).
• Risk management.
• Assurance.
• Performance monitoring.
• Complaints handling.
• Audit processes.
• Health and safety.
• Government and grant-related r returns.
• Other responsibilities
• Undertake any other responsibilities appropriate to the grade of the post.
• Provide your feedback on Biz Chat

• Using Microsoft Office (including Outlook, Teams, Word and Excel) and internet-based search engines

• A minimum of 5 GCSEs at Grade 4 including Maths and English (or relevant equivalent experience)

• Level 2 Business Administration Principles Certificate (or equivalent) or relevant demonstrable experience

• Experience of providing administrative support

• Experience of effectively responding to enquiries from customers or other services

• Experience of organising and servicing meetings, including preparing papers and taking minutes

• Ability to work under pressure and meet tight deadlines

• Experience of handling sensitive or confidential information appropriately

• Experience of developing templates or spreadsheets to gather and present information

• Ability to input, retrieve and collate…