Job Introduction
Executive Support Officer… Because super awesome, multi-tasking connoisseur and amazing performer isn’t an official job title!
Behind every great leader is a great Executive Support Officer who is willing to provide invaluable support
An exciting opportunity to play a pivotal role in assisting the Executive Support Manager in delivering high quality support to the directorate leadership team awaits. The Director General and Private Office provides accurate and timely advice and support to the Director General and Directorate leaders, working with both internal and external stakeholders.
You will have the opportunity to support our leaders in delivering our organisational objectives within a fast-paced and complex business landscape and act within a support position.
As Executive Support Officer you will play a crucial role in prioritising, co-ordinating, scheduling, resolving, organising and maintaining all whilst collaborating with a wide array of stakeholders.
Throughout the recruitment process we will also assess your Experience, Strengths, Technical skills and Values. As part of the application process, you will be asked to complete a statement of suitability based on the essential criteria. As part of your application, we kindly request that you upload your CV to your profile when you apply. If you encounter any technical difficulties and are unable to upload your CV, please kindly send your CV to Recruitment@policeconduct.gov.uk marked for the attention of Nikki O'Connor.
The behaviours assessed at interview stage will be shared with candidates shortlisted to the next stage.
The advert will expire on 27th February 2025. We expect shorltisting to take place week commencing the 3rd March and sucessful candidates will be invited to the assessment stage week commencing 10th March 2025. Anticipated assessment and interview dates will be from mid - end of March 2025 and onwards.
Main Responsibility
Meeting administration & event co-ordination
• Forward planning & scheduling recurring meetings for routine business activity
• Preparing for meetings, including preparing agendas, papers, delegate lists, equipment, venue & room booking.
• Meeting support to include taking minutes and action points, support with equipment and presentations.
• Follow up support to include circulating minutes, allocating actions to owners, setting response due dates.
• Organising external events and meetings, which may include liaising with external suppliers, stakeholders and co-ordinating attendance and travel.
Information Management
• Adhere to the IOPC data quality, records management, data protection & information management principles, to ensure information is safe, secure and shared appropriately.
• Accurately maintain and update any files, records, databases and directories as required.
• Collate corporate information on request, to support production of management reports and documents.
• Working with data protection team to co-ordinate FOI requests, ensuring they are logged, allocated and responded to within appropriate timescales.
Business and Project Support:
• Support new starters and leavers processes. This may include administration relating to recruitment, onboarding ICT assets and training.
• Undertake basic financial tasks including raising purchase orders, processing invoices and expenses for payment, as required.
• Support operational processes by issuing letters, reminders and other correspondence.
• Provide administration support to specific projects and to leaders with SRO responsibilities.
Working as a team
• Work closely with the Executive Support Team Manager, to provide a responsive and consistent level of service to the senior leadership team.
• Work closely with your team members to foster a positive, supportive and high performing team environment.
• Build knowledge and connections with different areas of the business to provide personalised support when appropriate. e.g understanding a specific project, or team.
• Liaise with other agencies, stakeholders and colleagues as required.
Cultural Competence, Equality, Diversity & Inclusion:
• Be pro-active and committed to equity, diversity and inclusion. • Demonstrate cultural competence when interacting with all stakeholders
Travelling to other IOPC offices/ alternative locations may be required with notice.
The Ideal Candidate
Experience & Qualifications
- Proven experience of working effectively in a team environment.
- Previous experience of working in an administrative environment with exposure to a wide range of tasks and people.
- Extensive experience of working with IT systems and applications including MS Office (word, Excel, and Power Point) SharePoint, Outlook and Teams.
- Desirable to have previous experience working with senior leaders and senior teams.
Skills and Abilities
- Able to organise and prioritise when under pressure and meet or negotiate deadlines.
- Demonstrates high level of attention to detail and an ability to work accurately.
- Excellent interpersonal skills, including tact, discretion and experience of liaising with external stakeholders.
- Ability to absorb/organise new information to ensure well briefed on new topics.
- Strong inter-personal (written and oral) communication skills.
- Prioritising to ensure key objectives of the role are consistently achieved.
- Comfortable taking decisions within a clear framework of delegation.
The role requires clearance to BPSS.
National security vetting: clearance levels - GOV.UK (www.gov.uk)
Reasonable Adjustments
- Extra time for presentations or interview questions
- Formatting changes such as colours for text or background on written assignments
- Questions presented in writing during interviews
If you require any reasonable adjustments to our recruitment process, please email Recruitment@policeconduct.gov.uk
Package Description
- 27.5 days paid annual leave (increasing with service to 32.5 days)
- Options to carry over, buy or sell annual leave
- Civil Service pension
- Civil Service maternity leave package
- PAM employee assistance programme
- Access to Civil Service Sports Council (CSSC) membership
- Cycle to work scheme
- Opportunity to enjoy the latest home and electronics in a more affordable way provided by Vivup
- Car Leasing Scheme
- Staff networks focused on each of the protected characteristics – run for staff, by staff: Enable Network, Welsh Network, Pride and LGBTQI+ Network, Sex and Family Network, Race, Religion and Belief Network
- Learning and development tailored to your role An environment with flexible working options A culture encouraging inclusion and diversity behaviours
Additional Information:
The IOPC is not eligible to participate in the Civil Service transfer process, therefore successful candidates will not be able to transfer to the IOPC on their existing terms and conditions.
The IOPC does not participate in the UK Visa Sponsorship Scheme therefore, candidates will have to provide evidence of their Right to Work in the UK if offered a role with us.
This role is exempt from the Rehabilitation of Offenders Act 1974, therefore a standard Disclosure and Barring Service (DBS) check will be carried out for the successful candidate during the pre-employment process.
Any move to the Independent Office for Police Conduct from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may, however, be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk
Although we are currently unable to guarantee a longer or more permanent contract, if the role can be extended or made permanent, the successful post holder may be offered the role firstly without further interview.
Emotional Consideration:
In performing this role, you may have occasional exposure to distressing material which will likely be impactful, traumatic and challenging. Given the nature of the work, it is also possible that you will have contact with individuals who are experiencing extreme distress. The IOPC recognises this and offers all staff a range of wellbeing provisions, including TRiM (Trauma Risk Management) peer-to-peer support, a dedicated Wellbeing Advisor, and access to free confidential counselling. All staff are strongly encouraged to proactively access and engage with the support available. If you would like to speak about this element of the role with somebody already doing similar work at the IOPC, please contact Recruitment@policeconduct.gov.uk and this can be arranged.
Rydym yn croesawu ymgeiswyr i ymgeisio am rolau trwy gyfrwng y Gymraeg fel eu dewis iaith.
About the Company
As a completely independent organisation, the IOPC seeks to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.
Be yourself
The IOPC is committed to promoting equality and valuing diversity in everything we do. Our vision is to be, and to be seen as, a leader in inclusive employment and services, demonstrating this ethos in everything that we do.
- As a silver standard Stonewall employer, we continue to commit to being a LGBTQ+ employer through the work of our Pride LGBTQ+ Staff Network, creating welcoming environments for lesbian, gay, bi and queer people.
- We are pleased to share that we are a signatory of the Business in the Community Race at Work Charter. The Charter is composed of five calls to action for leaders and organisations across all sectors.
- Being a Disability Confident employer, the IOPC is dedicated to removing the barriers for disabled people to thrive in the workplace.
- Our Staff Networks are constantly working to make the IOPC the leaders of inclusive employment, from our Allyship Programme to Welsh Language Standards and our Know the Line Policy, we are constantly seeking new ways to create an environment for all to develop and thrive.
