Executive Support Officer
Job title: Executive Support Officer
Grade: PO 1
Role code: EEL0145
Status: Police Staff
Main purpose of the role:
Provide a complete and comprehensive executive support and daily business management service to the Chief Constable of Essex Police and the wider Chief Officer team as required, ensuring that the Chief Constable is as informed, briefed and prepared as necessary to discharge their duties effectively. This provision will include the management of their schedule, coordinating meetings, research, work progression, responding to correspondence and responding to telephone enquiries in order to assist with the effective management and operation of the force. The post holder will line manage the Personal Assistant to the Chief Officers.
- Undertaking all necessary planning, arrangements and research on national and regional issues, providing a full brief ensuring that the Chief Constable is always appropriately prepared. Undertake research and analysis concerning national and regional policy, organisational and policing issues. Produce concise executive summaries from complex documents or research and prepare presentations to support the effectively delivery of the business area.
- Manage the Chief Constables daily business including diary, making appointments, coordinating meetings for both internal and external visits and other engagements, including those with key stakeholders, VIPS and chief executives or equivalents of partnership agencies and organisations in order to facilitate the effective planning of the Chief Officer's schedule in accordance with their priorities and requirements. This also includes making all travel and hospitality arrangements. Organise meetings on behalf of the Chief Constable including national work, securing the attendance of relevant participants or their nominated deputies in person or via video or telephone conferencing, ensuring IT equipment is in working order, preparing all paperwork and files beforehand, distributing agendas, minutes, reports and other communications as necessary, preparing all participants in advance of the meeting, in order to enable the effective and efficient running of the meeting.
- Respond to telephone calls and corresponde ce on behalf of the Chief Constable, answering queries, taking messages, dealing with complaints from members of the public, and referring to other members of the force or external partnership agencies and organisations as necessary, ascertaining the identity of the enquirer and exercising considerable discretion to ensure that confidential information is not inadvertently disclosed, liaising with Chief Officers or senior managers as required, in order to provide a high quality response ensuring all communication with executive support managed appropriately.
- Provide a complete and comprehensive support service to the Chief Constable in order to decide on the most appropriate course of action in relation to a wide range of documents, reports and correspondence in relation to designated ACPO and national business areas, drafting replies and speeches as necessary to ensure a continuing high level of assistance to the Chief Constable at all times. Undertake comprehensive research into a variety of subject matters as requested and draft summaries and additional reports from that research.
- Manage and motivate team and individual performance, providing direction and leadership, participating in recruitment and selection, undertaking staff appraisals, addressing welfare, capability and discipline issues, advising on personal development, training and coaching, including the quality assurance, dip testing, assessment, allocation and throughput of work to enhance individual and team competencies, in order to maximise performance from individuals, enable a consistent high quality performance and ensure that a professional and efficient service is provided at all times.
- Support the Chief Constable at major events and incidents. Accompany and assist the Chief Constable when visiting other Forces, National Conferences or functions.
- Assist in the arrangements for official visitors to Essex Police including the pre-inspection and inspection programmes of Her Majesty-s Inspectorate of Constabulary, ensuring that guests are appropriately treated to facilitate good relationships.
- Manage projects on behalf of the Chief Constable, or other Chief Officers as necessary; co-ordinating actions, undertaking research, monitoring progress and ensuring deadlines are met in order to provide the necessary professional service.
- Keep abreast of changes in legislation and Force Policy, and develop and maintain close working relationships with officers of both Forces and the OPCC, partner agencies, staff officers of other forces and policing agencies to facilitate the good reputation of the Force.
- Amended May 2018
Management vetting req.
The post holder will be educated to A level or equivalent standard and a relevant business qualification to HNC/D level or a project management qualification would be desirable. In addition the postholder will have completed, or be willing to complete, a Foundation level course in Risk Management.
The post holder will require strong influencing, negotiating and organisational skills combined with self-confidence, tact, discretion, initiative, judgement and diplomacy together with the ability to work independently and to pressurised deadlines to resolve issues as they arise without the need for close support or supervision. This will be combined with at least two to three years previous experience of working for a senior manager either in the public or private sector. Knowledge of the police service, its governance structure and in particular the structure and make up of Essex Police is essential for the effective performance of this role. The postholder will have a strong sense of self motivation and relish individual responsibility.
The Post Holder will represent the Chief Constable and Essex Police as the first point of contact for all callers to the Chief Constable and therefore will require strong influencing, negotiating and organisational skills combined with self-confidence, tact, discretion, initiative, judgement and diplomacy together with the ability to work independently and to pressurised deadlines to resolve issues as they arise without the need for support or supervision.
The post holder must have previous experience in a range of Microsoft Office products, including Word, Excel and PowerPoint, together with e- mail, scheduling software, the intranet and the internet.
The post holder should have supervisor experience in managing a team that provides efficient administrative support to a senior officers.
They must possess good organisational, prioritisation and project planning skills in order to proactively develop the delivery of the defined projects which will impact across Essex Police. It is essential that the post holder has a confident approach and possesses the ability to gain trust and credibility internally and with external partners.
The Post Holder will have a methodical, organised approach to their work combined with an eye for detail and strong research skills that will allow them to gather, analyse and evaluate information from a variety of sources and compile concise and relevant reports to often tight deadlines. He/she will have the ability to present this information both in writing and verbally in a clear manner to audiences from a wide variety of backgrounds and so excellent communication skills together with advisory and consultancy skills are required for working with senior managers across both forces.
The post holder will be flexible in respect of both the timing and the location of their duties, in order to ensure that the required level of support is in place at all times. As this role requires the post holder to complete highly confidential, personal and operationally sensitive work to a high quality standard, he/she will be subject to vetting to "Management vetting" standard.
Analyse Critically (Level 2)
I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.
Collaborative (Level 2)
I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.
Deliver, Support and Inspire (Level 2)
I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.
Emotionally Aware (Level 2)
I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.
Innovative and Open-minded (Level 2)
I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.
Take Ownership (Level 2)
I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Health and Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.Completes annual reviews of skills passports, training needs analysis.
Information Gathering and Analysis (Level 3)
Able to collect and store information relevant to own work and make sure that it is accurate, up-to-date and in line with the organisation's policies and procedures. Information gathered is sufficient for the purpose.
Information Management and Technology (Level 4)
Can conduct basic computer searches and can correctly interpret data generated. Can create and amend records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.
Interviewing - General (Level 4)
Has received some training in reliable interviewing techniques and is able to apply these techniques fairly, consistently and to good effect. Identifies the key issues for examination and tests these using open and probing questions. Identifies weaknesses and inconsistencies in the account and seeks clarification. Keeps good written records of the interview for future.
Knowledge of Legislation and Policy (Level 4)
Has a thorough understanding of all legislation, policy and procedure relevant to the current role. Able to apply this and offer advice to colleagues as necessary.
Management of Police Information (MOPI) (Level 5)
Has sufficient understanding of the NPCC records management policies be able to offer appropriate guidance and support to staff. Is able to identify the appropriate MOPI group for any record with a policing purpose and ensure that all policing records within the team are retained, reviewed or destroyed in line with the MOPI codes of practice. Quality assures staff to ensure a full understanding and compliance with the APP for Information Management (incorporating MOPI guidance), highlighting failings and taking appropriate action as required. Ensures training and / or refresher training is provided and completed. Ensures that systems are correctly linked together to ensure effective management and recording of information across systems. Appropriately reviews digital information held on system(s) and physical records in storage to ensure that they are retained only where there is a policing purpose. Complies with relevant policies and procedures in respect of prioritisation, sanitisation, dissemination, shari g, relevancy, accuracy, adequacy and timeliness.
Office Technology (Level 4)
Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements.
Project Management (Level 3)
Demonstrates an understanding of the key principles of project management. Able to assist in the management of projects within a Department or Division where the objectives, milestones and timescales have already been defined and manpower resources are limited. Will need project management support.
Research Techniques (Level 4)
Has a thorough understanding of research methods and is able to fully utilise these for a range of research projects. Able to analyse reports and data produced by other individuals/ organisations and extract relevant details to support the project in hand. Produces a range of options for consideration. Aware of the financial, organisational and service delivery implications of options.
Risk Management (Level 4)
Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.