Post Title: Secretariat Team Member Department: Operational Support Services
Post Number: TBC
Grade: W6
Work Location: Force Wide
Security Vetting Level: MV/SC
Responsible to: Secretariat Team Leader Date : March 2013
Corporate Communications & PSD
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Secretariat Team Member
The post holder will be a member of the Force-wide, centrally managed/locally delivered secretarial resource. A team of qualified, professional Secretary/PAs brought together to provide a flexible and resilient secretarial resource to the whole organisation. Managed by a dedicated Team Leader, the
Secretary/PAs will work closely with a variety of managers within the Force to ensure the provision of the appropriate and agreed level of secretarial service to ensure force demands are met in the most cost efficient manner.
Secretarial support should be assumed to mean secretarial duties in their widest sense, ie from gate keeping to diary management and document production, taking and typing minutes to undertaking a piece of research and supplying briefing documents.
The Secretariat will work within established, corporate and standardised operating procedures/processes to ensure consistency in service delivery across the organisation, utilising centralised systems, processes and working practices. The Secretarial resource will need to be flexible and adaptable and prepared to undertake secretarial work assigned to them by their Team
Leader, anywhere within the County. Team members will be required to work for or within many different departments or business units to widen and develop their knowledge of the business to maximise flexibility and resilience opportunities for the business and team members.
Centralised Secretarial Service Delivery
As a member of the centralised professional secretarial resource, you will provide a consistent and appropriate level of service to the whole force across a variety of locations. This support should be timely, efficient and flexible, providing the best available resource to meet the specific needs required by the business at that time.
The team will be expected to provide an ad hoc secretarial resource to a variety of managers on a very diverse portfolio base, so flexibility and adaptability are essential behaviours of the team.
As well as core secretarial tasks such as shorthand/minute taking, copy and audio typing the type of service provided will include diary management, gateway planning and support, research and analysis and production of presentation materials in the appropriate format/media. (note this list is not exhaustive.)
Personal development
The post holder will be personally responsible for maintaining a level of professional ability sufficient to ensure provision of a top-quality and consistent secretarial service. The post holder will be working within agreed escalation models to provide an adaptable and flexible secretarial service in a timely manner.
Team Performance
The Team Leader will agree service level agreements with the SMT Lead and undertake regular monitoring processes to ensure consistent delivery of the appropriate level of service. The outcomes
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of the monitoring/reviews will be reported via standard performance operating procedures to the business.
Flexibility
Flexibility is key to this role as the postholder will not only be working in a variety of locations, but they will also at times be working to a wide number of management leads. As such and in liaison with the Team Leader, they will be accountable to several people with cross functionality, so postholders will need to have a broad level of knowledge and expertise across diverse areas of the business.
As SMT’s become a lot leaner, business leaders will require increased support in order to ensure that we provide a seamless service delivery. With this in mind, plus the need to understand the wider perspective for more portfolios in a challenging environment, postholders will need to display excellent time management skills.
Dimensions
Post holder will support a variety of different managers, at varying levels to meet the demands of the organisation at that time.
Working from a variety of force locations across the County
Financial
None
Non-financial
Attendance at meetings both internal and external
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Attributes
Qualifications:
Experience:
Skills:
Knowledge:
Secretariat Team Member
On Appointment
Educated to GCSE level or equivalent.
RSA II Typewriting/Word Processing or equivalent.
RSA II Audio Typing or equivalent qualification/experience.
Previous secretarial and administrative experience gained in a busy working environment, including customer service experience.
Proven record of working within a confidential environment.
Must be computer literate with good keyboard skills.
Competent in the use of Microsoft Word, Outlook and Excel.
Excellent written communication skills to prepare letters / minutes of meeting.
Excellent communication and interpersonal skills with the ability to liaise at all levels both within the organisation and externally.
Shorthand skills of up to 80 words per minute.
Ability to manage and prioritise a diverse workload to set deadlines.
Ability to act on own initiative to work alone and be able to work as part of a team.
Attention to detail and accuracy.
Diary management skills.
Ability to plan and organise meetings.
Excellent time management skills, with the ability to cope under pressure.
General awareness of equality and diversity issues in the working environment.
Awareness of workplace Health & Safety issues.
Understanding of confidentiality and Data Protection/Freedom of
Information issues.
Criteria
Essential
Desirable
Desirable
Essential
Essential
Essential
Desirable
Essential
Essential
Desirable
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable
Essential
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Attributes
Qualifications:
Experience:
Skills:
Knowledge:
After Training
Experience in reporting information to managers in divisional formats using computerised systems
Experience in the working within the centralized Secretarial Team across the whole force in a variety of departments
Ability to provide advice & information on administrative issues related to the role
Ability to deal with a variety of enquires
Ability to work on a variety of tasks at the same time
Ability to build a strong working relationships with customers
Ability to represent the police service professionally and to communicate appropriately with both colleagues and members of other organisations
Ability to take a practical approach to problem solving without compromising force policy and in line with procedural constraints
Ability to develop and adapt to changing working practices in order to meet the demands of Wiltshire Police, new legislation or new policies introduced within the
Force
Knowledge of Divisional and Force Procedures
Knowledge of Force IT systems relevant to your role
An in depth knowledge of the organisation and structure of the force
Understanding of your responsibility under Equal Opportunities and the way in which your role and the organisation may impact on minority and more vulnerable communities within Wiltshire
Greater understanding of relevant Health & Safety issues within your working environment
Understanding of the impact of the Human Rights Act on the organisation and the role that you undertake
Greater understanding of Data Protection and Freedom of Information issues within your working environment
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Secretariat Team Member
Wiltshire Police provides a 24 hour 7 day a week service therefore applicants should be prepared to be flexible in their approach to working hours.
The post holder should have access to a vehicle or be able to make alternative arrangements to meet the requirements of the post.
Where applicable the post holder will be expected to wear a uniform at all times when on duty.
You will be required to attend all necessary and relevant training courses in respect of your employment to ensure compliance with the policies of the Force.
Wiltshire Police is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
USERS - MoPI (Management of Police Information);
Share information where appropriate with community partners and other agencies, paying regard to force procedures for recording such sharing. Ensure information recorded is relevant, accurate and adequate, meets legal requirements and data quality standards.
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