Programme Office Administrator -West Midlands Region Emergency Services Network

Location
Rubery, Birmingham
Salary
£19,521 - £21,618
Posted
13 Feb 2017
Closes
27 Feb 2017
Ref
PR674
Clearance Level
CTC
Job Type
Contract

Programme Office Administrator -West Midlands Region Emergency Services Network

Rubery, West Midlands

Fixed Term Contract until 31st December 2019

Full Time

The closing date for this post is 12 noon on Monday 27th February 2017

Interviews will be held W/C 13th March 2017

A strategic alliance has been formed between Warwickshire Police and West Mercia Police in order to enable both forces to meet the challenge of reducing policing budgets. By working more closely together the forces will benefit from greater operational and organisational resilience, making us the fourth largest geographic police area in England and Wales.

The main purpose of the role is to support the delivery of the West Midlands Region Police Emergency Services Network Programme by ensuring the delivery of Programme Office Services to all elements of the programme and to support each individual Force Project Team within the region.

Main Responsibilities:

To ensure that the aims, intent and expectations of regional collaboration are fully integrated into all day to day activity.

To manage diaries and communications for the senior Programme members, arranging appointments and meetings (including booking venues, collating and distributing agenda items and relevant papers) as well as taking accurate minutes for timely circulation and publication as appropriate.

To co-ordinate the regional programme meetings, workshops and other such meetings as required, to support respective members of the programme team, preparing and collation of papers, taking and preparation of minutes and assisting with follow up action.

To be a central point of contact for information flow for members of the ESN regional programme and the wider policing region where appropriate.

To produce Word documents, Excel spreadsheets and PowerPoint presentations and other forms of documentation such as Visio diagrams and project plans/progress reports as required

To ensure that enquiries normally dealt with by the Programme Lead and team members are appropriately directed in their absence.

To be familiar with the operation of the technology applications to ensure high presentation standards are maintained.

To perform a general office support service to ESN Programme Lead and team (e.g. provision of office equipment as appropriate, photocopying, mail collection etc).

To impart knowledge and provide assistance to members of the team as and when required.

Maintain programme documentation, ensuring they are up to date, correctly formatted and meet Force standards and arrange distribution and inclusion on the Intranet.

Provide co-ordination and maintenance of programme risk, issue, change and communication processes and logs.

Create and maintain an efficient and effective team filing system.

To administer the movement and submission of time worked recording sheets, summary documents, annual leave records and other such documents on behalf of the programme team.

Book accommodation; rail tickets etc on behalf of the programme team.

To undertake any other duties commensurate with the nature of the job and its level of responsibility which may be allocated?

Experience/Skills:

Educated to GCSE standard (5 A – C including English Language and Maths)

Competent in the use of IT, including Microsoft packages or equivalent

Previous administrative experience in a busy office – preferably project or programme environment, including knowledge of routine financial processes.

Proven ability to build effective working relationships and operate as part of a wider team.

Excellent and effective interpersonal skills.

Ability to operate calmly and professionally under pressure.

To operate with sensitivity and tact and to resolve conflict wisely.

A proactive ‘can do’ approach in managing situations and people effectively

Ability to work on own initiative

Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work.

Special Conditions

Regular travel throughout the West Midlands Region Police Force areas

We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.

You will be required as part of Warwickshire Police and West Mercia Police recruitment process to successfully complete vetting and credit checks.