Business Support Executive

Cabinet Member Executive Support 

Westminster

Contract
£18.30 per hour

Our client is looking for an experienced Cabinet Member Executive Support 

Proactively manage multiple Cabinet Members’ diaries to enable the smooth and effective running of their offices

Organise the logistical and administrative aspects of complex, cross-council meetings

Ensure Cabinet Members are fully briefed for every meeting by commissioning briefing notes in a clear and timely manner

Ensure relevant officers are invited to meetings where appropriate

Respond to meeting requests from key external stakeholders

Attend and compile minutes of certain meetings where necessary and appropriate. 

Proactively manage Cabinet Members’ inbox, share correspondence with relevant officers for review and advice, and draft responses as required by the Cabinet Member

Maintain clear and accurate forward plans of upcoming Cabinet Member briefings and meetings

Maintain accurate and up to date records of actions requested by Cabinet Members to support senior officers in reporting progress

Provide basic IT and tech support to Cabinet Members as required

Process and publish Cabinet Member decision notices in line with the governance standards of the council

This is one of many roles we are recruiting for please visit our website colbernlimited co uk

Casework 

Support Cabinet Members and their Portfolio Advisors to handle portfolio specific casework

Ensure every complaint or casework request received by the Cabinet Member is actioned appropriately and quickly.

Provide proactive and effective casework support for councillors in their ward capacity, including matters either referred by Councillors or received directly from constituents

Liaise with relevant service areas, chasing responses as necessary and taking responsibility for following up to ensure the subject of an enquiry has been fully addressed. 

Liaison with departmental contacts to investigate cases and provide advice to Councillors on how to respond to residents/correspondents. 

Input cases handled to the council’s casework management system to ensure accurate records are kept. 

Identify trends and potential systemic issues arising from casework handled and raise for further investigation. 

Ward Budget Administration  

Handle the administration of the ward budget programme under guidance and direction of senior colleagues: 

Drafting contracts and decision reports for review and approval by managers  

Provide regular reports on overall programme progress including financial updates for review by managers 

Review of project proposals to check for alignment/crossover with existing projects and provide advice to members on suitability

General Support 

Maintain the Councillor Information Hub with basic information updates such as staff changes. 

Administrative tasks associated with Member training and development e.g. room booking, paying suppliers etc. 

Maintain Member Register of Interests and Gifts and Hospitality declarations for public inspection under the guidance of senior colleagues. 

Support Councillors as required in the organisation of and attendance at community events which are related to the council’s aims and objectives.

General administrative support across the team e.g. room bookings, event organisation etc

What We're Looking For
Essential: 

Demonstrated ability of supporting senior politicians or Director-level staff in an administrative capacity 

Significant relationship management experience 

Ability to work under pressure to manage competing priorities and meet tight deadlines 

Ability to complete administrative tasks in a simple, straightforward manner with limited supervision 

Desirable  

Working with politicians or in a political arena 

Managing complex diaries for senior individuals 

Handling casework for politicians or senior individuals in a complaints capacity 

Financial administration experience, including maintaining clear and accurate records 

Key Skills

Relevant graduate qualification or equivalent knowledge and experience

Evidence of continued professional and personal development

A commitment to inclusion and diversity 

Keen interest in working with senior decision makers in a local government setting

Demonstratable ability to communicate effectively, both orally and in writing

Demonstrable ability to use tact and diplomacy in a politically sensitive environment

What You'll Achieve
In this role, you will:

Cabinet Members’ diaries are well-managed, the purpose of meetings is clear and relevant officers and stakeholders are invited where necessary.

Cabinet Members have access to briefing materials for all meetings and events as required.

The administration of formal committee meetings of the council is delivered in a slick and efficient.

All councillors are supported to perform their various roles, including handling casework, engaging with the local community, sitting on and chairing council committees

Ward budget projects are developed, agreed and processed in a timely manner and in line with agreed programme principles and financial regulations.

PLEASE VISIT OUR WEBSITE FOR MORE OPPORTUNITIES colbernlimited co uk

The first part of our recruitment process is to send your CV. Should you be short listed Colbern Limited will contact you within 5 days or we may contact you about other job opportunities.  Colbern Limited along with our clients are an equal opportunities employer