About The Role
We are seeking dynamic and high-performing administrators to join the Independent Commission for Reconciliation and Information Recovery as Band 2 Executive Secretariat Support.
These roles offer an exciting opportunity to work at the centre of this fast paced organisation, providing quality administrative support to senior leaders within the Commission.
Situated within the Commissioners & Secretariat team, this role will benefit from working closely with senior leaders across all the independent Commission’s areas of operation.
The Commissioners & Secretariat team consist of the Commission’s Board and Executive Secretariat teams. The Board Secretariat are responsible for facilitating decision-making and oversight through the Commission’s governance framework. This includes the coordination of a number of governance forums, including the ICRIR Board and all supporting committees. The Executive Secretariat are responsible for supporting the Commissioners and Executive team in the effective undertaking of their duties, including diary management, travel arrangements and other administrative support. The team also provide support to the Commission’s wider Senior Leadership Team. The team is led by the Chief of Staff.
These roles will offer candidates ample opportunities for development in a fast-paced, yet highly supportive environment.
As Band 2 Executive Secretariat Support you will be required to adapt to the individual requirements of senior leaders, effectively prioritise your workload, and develop an in-depth understanding of the operations of a complex organisation, whilst playing a crucial role in ensuring the smooth and effective operation of its functions. You will be encouraged to forge positive relationships with colleagues throughout the organisation to ensure a broad awareness of the Commission’s activities and how these might impact the work of the team.
Key Responsibilities
- Working with the wider Commissioners & Secretariat team to deliver considered and proactive support for the Commission’s senior leaders, ensuring an in-depth understanding of their individual priorities.
- Daily diary management for multiple individuals, including scheduling, identifying and rectifying conflicts, sending invitations and sharing agendas. Swiftly actioning and adapting any changes to schedules.
- Preparing and actioning travel arrangements and accommodation, ensuring value for money and compliance with the independent Commission’s policies.
- Booking meeting rooms, and where necessary, sourcing catering and external venues for larger meetings.
- Depending on the specific role requirements, duties may also include:
- Supporting senior leaders in managing their delegated budgets through the processing of invoices and liaising with the Finance team.
- Acting as a Local Information Manager, progressing FOI requests and managing online and offline records and files.
- Monitoring Directorate inboxes and allocating emails received appropriately and in a timely fashion.
- Develop, monitor, implement and evaluate administrative practices, systems and procedures to optimise efficiency and effectiveness.
- Providing broader administrative and logistical support in line with business area requirements.
Essential Criteria
- Two years of experience working as an administrator, with similar responsibilities to those outlined in the ‘Key Responsibilities’ section.
- Demonstrable ability to plan, manage and prioritise a varied and complex workload effectively, whilst working in a fast paced and dynamic environment.
- Strong attention to detail and an ability to present and communicate information in an accessible and convenient way, to align with senior leaders’ preferences.
- Ability to communicate confidently and appropriately with senior stakeholders, both internal and external.
- Good understanding of maintaining confidentiality and handling of information appropriately.
- Demonstrate the values set out in the ICRIR Code of Conduct.
- Willingness to be assessed against the requirements for CTC clearance, if not already cleared.
Desirable Criteria
- Experience utilising Microsoft Outlook for diary management.
- Experience with online file sharing platforms, including Microsoft SharePoint.
- Existing CTC clearance (or above).
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