Job Introduction
The IOPC is on a transformation journey and this role offers an opportunity to be at the heart of it by joining a dynamic Executive Support Services Team (ESS). The Executive Support Services Team delivers high quality executive support to the IOPC senior leadership team and has a key role in enabling the delivery of the IOPC strategic objectives.
This newly established team forms part of a matrix management structure which allows team members to thrive in a fast-paced, high performing and collaborative environment.
As the Executive Support Services Team Manager, you will manage a team of Administration Support Officers and lead the planning, organising, delegation and allocation of tasks and duties. You will monitor outputs to ensure that the team are delivering a responsive, efficient, and effective shared service that meets the needs of the business.
You will build effective working relationships with the IOPC Senior team and matrix manage Personal Assistants to ensure their administration and support needs are being met and work is fairly distributed.
As manager, you will coach and mentor team members to ensure that they grow in confidence and ability, so that the services delivered are high quality, right the first time, and continuously improved.
This vacancy is using Success Profiles, to find out more, please click here.
Throughout the recruitment process we will assess you against SEO Level Behaviours, Experience, Strengths, skills and IOPC Values]. As part of the application process, you will be asked to complete a statement of suitability based on the essential criteria.
Anticipated assessment and interview dates are the 19th and 20th of December.
#IND
Main Responsibility
Leadership & Management
• Act as role model for ESS team members, coaching and supporting development to ensure high performance.
• Lead and manage the delivery of executive support services, managing workflow and assignment of tasks to ensure timely, high-quality support.
• Lead the development and introduction of new ESS standards and processes, focused on delivering and excellent service user experience.
• Monitor and evaluate performance against standards and service user expectations.
• Establish a matrix management arrangement with Directors and Personal Assistants, to ensure team working and collaboration in the delivery of executive support.
Information Management
• Directly respond to sensitive enquiries with high levels of discretion and ensure appropriate handling of sensitive information.
• Ensure team compliance with the IOPC data quality, records management, data protection & information management principles, to ensure information is safe, secure and shared appropriately.
• Arrange for collation of 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:
• Directly respond to and field complex support queries where appropriate.
• Act as the gate keeper for acceptance of new executive support work, ensuring appropriate tasks are carried out by the most appropriate person/team within the wider business. Usual executive support tasks delivered by the ESS team will include:
o Basic finance tasks, Including raising POs and processing invoices.
o Support starters and leavers processes for the senior team. This may include administration relating to recruitment, onboarding ICT assets and training.
o Administration support to specific projects and to leaders with SRO responsibilities.
o Support with diary management, correspondence and ad-hoc meeting requests for senior leaders without a Personal Assistant.
o Meeting and secretariat support including agendas, minutes, actions and preparatory documents.
o Internal and external event organisation, including venue bookings, travel, catering.
Cultural Competence, Equality, Diversity & Inclusion:
• Be pro-active and committed to equity, diversity and inclusion.
• Demonstrate cultural competence when interacting with all stakeholders.
The Ideal Candidate
Experience & Qualifications
• Management Qualification and/or equivalent qualification or experience.
• Proven experience of managing remote and diverse teams.
• Previous experience of working in a senior executive support environment, with exposure to complex and sensitive work.
• Extensive experience of working with IT systems and applications including MS Office (word, Excel, and Power Point) SharePoint, Outlook and Teams.
• Experience of developing standards of performance, and processes to ensure a quality customer focused service is delivered.
• Experience of developing key performance indicators to monitor and measure the performance of the team.
Skills and Abilities
• 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.
• Strong leadership and management skills.
• Excellent customer service skills.
• The ability to build effective working relationships with a range of stakeholders.
• Ability to prioritise competing and changing work priorities for self and team.
• Highly developed planning and prioritisation skills.
• Effective and clear communications using a range of media.
• Good analytical skills and the ability to understand and present complex information to audiences of differing abilities.
• Excellent organisational ability and attention to detail.
• Proficiency in the use of ICT, including MS Office, Word, Excel, PowerPoint, SharePoint and MS Teams.
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:
- Age Network
- 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
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.
