/ Job Description
Job Information:
Job Title:
Personal Assistant to the Leader and Chairman
Directorate:
Assistant Chief Executive (Legal & Democratic) / Post No:
CE003
Division:
Legal & Democratic Services / Grade:
HC6
Section:
Democratic
Organisational information:
Responsible to:
The Leader and Chairman of the Council on a day to day basis and Committee Manager Executive.
Responsible for:
Cabinet Support Officer
Functional links with:
Directors, Heads of Service, Democratic Services, all Councillors, Strategic organisations including Police, Fire, General public, MP’s, regional & national agencies,service users and external organisations.
Main Purpose of Job:
To provide to the Leader and the Chairman of the Council a proactive, personal and confidential administrative ,secretarial and information support service
Main Responsibilities/Accountabilities:
The jobholder will be expected to complete the responsibilities/accountabilities effectively.
  • To assist the Leader and Chairman of the Council in the fulfilment of their constitutional and ward roles through the provision of a high standard of comprehensive secretarial and administrative support.
  • To respond to a wide range of requirements including the provision of information to the Leader and Chairman on a broad range of Council, and Partnership initiatives.
  • To be responsible for the secretarial and administration work of the Leader / Chairman and to provide briefings to the Leader and Chairman.
  • Develop and maintain the Leader and Chairman’s filing systems based on an understanding of Freedom of Information and Data Protection
  • Ensure systems are developed and maintained to provide easy access by the Leader / Chairman to information.
  • To oversee and supervise the work of the Cabinet Support Officer.
  • Signatory for holding and balancing a petty cash imprest account via cheque book/bank account.
  • To arrange and support the monthly Group Leader meetings.
  • Maintaining strict confidentiality at all times in relation to this post.

Job Activities: / Frequency
  • To be the first point of contact for the Leader and Chairman and to deal with queries from all Councillors, members of the public and external organisations as they arise using initiative, discretion and tact.
/ Daily
  • To acknowledge complaints and enquiries referred to the Leader and Chairman and to initiate follow up action ensuring responses are dealt with in compliance with relevant service standards.
/ Daily
  • To screen and redirect telephone calls to appropriate members of staff and follow up where appropriate
/ Daily
  • Word processing from shorthand/longhand/audio using the Microsoft Office suite of programmes for the Leader and Chairman, respecting the confidentiality of information passing through the office.
/ Daily
  • Maintaining the Leader and Chairman’s diaries, including scheduling meetings briefings and briefing sessions. Planning ahead to make maximum efficiency of the Leader and Chairman’s time, using a bring forward system and progress chasing. Ensuring provision of appropriate briefing papers as necessary.
/ Daily
  • Acknowledging and monitoring e-mails and letters for the Leader and Chairman and using judgment in determining who should respond.
/ Daily
  • To organise own workload and determine priorities using discretion and initiative.
/ Daily
  • Responsible for organising meetings and liaising with other attendees to ensure that information for meetings is disseminated as appropriate.
/ Daily
  • Travel arrangements for the Leader and Chairman
/ As required
  • To organise and/or support the ceremonial activities that from time to time are undertaken by the Chairman and/or Leader of Herefordshire Council
/ As required
  • Drafting e-mails, letters and memoranda on behalf of the Leader and Chairman/Members.
/ Daily
  • Managing the budget for the Chairman’s office. To take responsibility for the correct administration of a budget e.g. processing invoices to ensure that financial remunerations are met. Complete purchase orders using appropriate coding.
/ Daily
  • Ensuring information and documents requested from various parts of the Council are returned on time and that information is accurately collated.
/ Weekly
  • Minute taking at meetings as required, including meetings with Directors, Council Members and members of external organisations.
/ Weekly
  • To complete research where necessary on behalf of the Leader / Chairman.
  • To answer any Freedom of Information requests.
/ As required
  • Ensure that the Cabinet Support Officer is managed in a way that reflects, supports and enhances the Council’s commitment to equality of opportunity and Diversity.
  • Ensure that Appraisal interviews are conducted at least annually with all relevant employees and have a direct link to relevant plans as set out within the policy framework document.
  • To undertake such other duties as are reasonably connected with the post and as directed by Committee Manager Executive
/ As required
  • To comply with Democratic Services protocols and confidentiality protocols as may be required from time to time
/ As required

Note: This Job Description covers the main duties and responsibilities of the job. Other activities commensurate with this Job Description may from time to time be undertaken by the Job Holder.

Job Holder Name:
Job Holder Signature:
Date: / Line Manager Name:
Line Manager Signature:
Date:

Date Job Description last reviewed: 30/06/11

ConfidentialPage 130/06/11