Bromley Council
Location
Bromley, Greater London | United Kingdom
Job description
Job Category : Admin / Clerical
Location : Civic Centre, Bromley Council
Hours Per Week : 36.00
Start Date : Immediate Start
Start Time : 08:30
End Time : 17:00
Salary: £13.71
MAIN PURPOSE:
To provide a high quality comprehensive, effective and efficient business support service to the Mayoral Services Manager, the Mayor and Deputy Mayor.
Excellent knowledge of Word, Outlook, PowerPoint and Excel
To provide a high standard of customer service in all contact with Members of Parliament, Elected Members, Council officers, Key stakeholders and the general public.
SUMMARY OF RESPONSIBILITIES AND DUTIES:
To deputise and cover for the Mayoral Services Manager as required to support the efficient operation of the Mayor’s Office
To assist with maintaining appropriate administrative systems and procedures to support the efficient operation of the office of the Mayor.
To provide and ensure hospitality and refreshments for visitors to the Mayor’s office.
To provide and ensure effective diary management for the Mayor’s office staff
To provide appropriate administrative support to a range of meetings associated with both Civic and Charity events, including arranging site visits, creating agendas, minuting and distributing minutes as required.
Ensuring the Mayor and Deputy Mayor are fully briefed regarding the diary commitments and has all the necessary papers for all events/engagements.
Assist with arranging both Civic and Charity events, sending out invitations, tickets, corresponding with guests, finalise details for Mayoral Functions and Events and maintain/update guest lists.
Attend and assist at Mayoral events, and if necessary cover for the Mayoral Services Manager if absent.
Assist in producing financial summaries after each event, and an annual overview summary of the Mayor’s finances.
Maintain record of payments received, chase as necessary.
To undertake business support for the production, maintenance and reporting of relevant Business Continuity and Emergency Planning
To ensure correspondence including letters, email and telephone calls are dealt with appropriately, including alerting the Mayoral Services Manager to specific priorities and issues.
The production and distribution of the Mayor’s weekly Business Sheet, and liaise with the Mayoral Attendant and Agency Drivers when the diary assistant is absent.
Ensuring the Mayor and Deputy Mayor are fully briefed regarding the diary commitments and has all the necessary papers for all events/engagements.
Street Collections – liaise with voluntary organisations and Metropolitan Police to arrange dates for collections within the Borough.
Arrange for residents receiving their Pension from Abroad to have their documentation verified and then authorised by the Council.
To ensure up to date contact lists are kept for the Mayoral team, Mayoral Standard List, Presidents and Patrons, Armed Forces Day Representation List, Business Sheet Distribution List , Press, Mayor of Bromley Award Recipients, London and Kent Mayors and Churches for Remembrance Sunday.
To provide and ensure confidentiality and sensitivity in respect of the work of the Mayor’s office at all times.
To raise Purchase Orders and make payments using the Council finance systems appropriately.
To maintain a system to monitor complaints/comments received by the Mayor, monitor and report back on progress to the Mayoral Services Manager and the Mayor.
Seal documents on behalf of the Council for signature by the Mayor/Councillors and a senior solicitor.
Undertake any other duties, as required, commensurate with the level of the post to ensure the efficient and effective running of the Mayor’s office.
Maintain and update list of other Boroughs who have attended the Mayor’s events and out of Borough events the Mayor and/or the Deputy Mayor has attended.
To maintain appropriate filing and record keeping arrangements
Overseeing the maintenance of the Scrap books
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