Job Description

To provide professional, pro-active, efficient and effective executive support to the Cambridge City Council Leadership Team, the Leader of the Council, Councillors and the Mayor of Cambridge (Principal Clients) to enable them to fulfil their role effectively, whilst maintaining the neutrality of the office you are representing at all times.

To manage the offices of the Mayor and the Leader of the Council, to ensure there are effective briefing and administration systems in place to support them in their roles.

To provide an initial contact point for internal colleagues and external partners, callers, visitors and complainants, filtering calls appropriately to relevant parts of the Council.

Contribute to the corporate objectives and overall success of Cambridge City Council through effective working with colleagues in the Council, with partners and elected members.

In this role you will:

1. Provide a professional public face and initial point of contact for customers, officers of the Council, Councillors and the Mayor. Managing customer expectations, within agreed standards and timetables, and finding alternative contacts if necessary.
2. Provide a pro-active, full and efficient administrative service for your Principal clients by:
3. managing diaries for your principal clients to balance competing demands on their time
4. managing emails and phone calls on their behalf
5. preparing agendas and taking minutes of meetings, chasing follow up actions if required
6. managing, sourcing and reporting on appropriate information
7. analysing, managing and organising correspondence
8. In the absence of your principal client action appropriately any items on their behalf without supervision, seeking support as required
9. produce letters, briefing notes, reports, speeches, presentations and documents in line with agreed parameters
10. developing effective filing protocols for document management
11. operating bring forward and follow-up monitoring systems
12. reviewing processes and systems for effectiveness, implementing improvements to meet changing support needs