Secretariat Support Officer Scale

Position: Secretariat Support Officer Scale 3 (372798)

Role Title

Secretariat Support Officer

Job Details

Reporting to:
Head of COT Support Services
Section:
Chief Officer Team
District/Department:
Chief Officer Team
Tenure: N/A
Rank/Grade:
Scale 3

Contract Information

• Umbrella rate : £17.34
• Contract up until Feb 2028
• Monday to Friday 8am to 4pm
• 5 days in the office

Part A

– JOB DESCRIPTION

Overall purpose of role
To provide a comprehensive administrative service to the Chief Officer Team, to ensure the smooth running of the Department.

Key outputs for role

• 1. Lead by example and behave in line with the Police Code of Ethics ensuring that the force values and behavioural expectations are clearly understood and considered by managers, officers and staff in their decision making and actions; reinforcing and influencing them through all interactions and processes.
• 2. Lead by example, treating others with dignity, fairness and respect at all times, regardless of identity, background, status or circumstances. Embrace and invest in West Yorkshire Police’s approach and commitment to Diversity, Equality and Inclusion (DEI), recognising its importance and value. Implement this commitment wherever possible in day to day duties and interactions with colleagues and our communities, with an aim to integrate equality and human rights into everything we do.
• 3. To record, action, manage and distribute where appropriate, all correspondence received in the Chief Officer Team, preparing responses where appropriate.
• 4. Organise and oversee all Chief Officer Team Board Meetings in line with the annual Strategic Governance Cycle requirements. Liaise with appropriate colleagues to ensure all meetings are planned into the Chief Officer diaries in line with existing commitments.
• 5. Ensure the timely preparation of agendas and supporting documentation for Chief Officer Board Meetings. Ensure all paperwork is presented in the appropriate format to each Board Meeting.
• 6. To minute all Chief Officer Board meetings and produce an accurate record of discussion and outcomes in the relevant minute style as previously outlined by the respective Chief Officer.
• 7. To actively contribute to the development and improvement of the administrative systems within the Secretariat Support Office.
• 8. To support the secretarial needs of the Chief Officer Team, as directed by line managers. Tasks to include typing, low level research and low-level planning.
• 9. Oversee ordering and stock rotation for stationery, consumables, direct issues and office supplies for the Chief Officer team as a whole.
• 10. Undertake any other secretarial support work as directed including working at different locations. This is to provide business continuity and enable the Chief Officer Support Team as a whole to fulfil force wide needs.

Dimensions

• Handle sensitive and confidential information.
• Co-ordinates in excess of 100 meetings per annum.
• Work to strict deadlines in accordance with departmental and Force priorities.
• Provision of a professional, efficient and confidential administrative service to the Department.

Work/Business contacts

Internal: Chief Officer Team, Departmental and Divisional Heads, Police Officers and Support Staff.

External: Police Officers and Support Staff from other forces, Office of the Police and Crime Commissioner, Local Government organisations,

Expertise in Role – Required (At selection – Level
1)

Essential

• Ability to accurately record and transcribe notes/minutes of meetings.
• Administration experience.
• Basic knowledge of and ability to operate computerised systems such as Microsoft Office / 365 (especially word).
• Good organisational and interpersonal skills.
• Proficient typing skills.

Desirable

• A knowledge of Police and Local Government procedures.
• Experience of arranging and supporting meetings.

Other (Physical, mobility, local conditions)

• To be responsible for the provision of office cover between the hours of 8am and 6pm on a rota basis.
• Willingness and ability to travel for business purposes.

Expertise in Role – After initial development – Level 2

• Knowledge of policy making processes and procedures.
• Detailed knowledge of relevant IT systems.
• Knowledge of Force structure.
• Knowledge of the roles of key contacts within the Force.
• Experience of preparing reports for Senior Management.

If you think this job role is for you, please send your CV to rebeccabentum@c

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