Executive Support Assistant

Devon and Somerset Fire and Rescue Service are looking for an Executive Support Assistant to enhance our team based in Exeter. You will join us on a permanent basis (29.6 hours per week). In return, you will receive a competitive salary of £24,702 – £26,421 pro rata per annum, equating to £19,761.60 – £21,136.80 for 29.6 hours per week.

Devon and Somerset Fire and Rescue Service is the largest non-metropolitan Fire and Rescue Service in England. We provide prevention, protection, and response services across the counties of Devon and Somerset.

Our vision is that together, we will work to end preventable fire and rescue emergencies, creating a safer world for you and your family. Keeping people safe is what we do, and we owe our fantastic reputation to our highly skilled and motivated workforce.

About the role:

As our Executive Support Assistant, you will undertake a range of duties including provision of support to the Service Leadership Team, servicing and attendance at meetings (including minute production) and assistance with corporate events (e.g. award ceremonies). To provide a professional and efficient service for the Reception and Post Room at Service Headquarters.

Key responsibilities of the Executive Support Assistant role:

• To create, store, revise and print documents e.g., letters, reports, memoranda, notes and minutes of meetings utilising a variety of digital packages. Prepare presentations as required using appropriate software.
• To compose letters/memoranda as required on own initiative or as directed.
• To arrange meetings and appointments and maintain a diary of appointments. Obtain and collate information required for appointments and meetings and operate an effective bring forward system.
• To arrange hotel accommodation and travel as necessary.
• To maintain and update filing systems as appropriate including correspondence, papers for meetings, circulars and other documents as required.
• To answer, as required, all incoming telephone calls, dealing directly with enquiries where appropriate or referring to relevant officers within the Department and where necessary ensuring follow up by officers in a way consistent with the values and image of the Service.
• To prepare agendas as required for meetings, attend meetings and take minutes as required, including follow up actions.
• Operating a switchboard in a professional and efficient manner, routing incoming calls to the correct person, taking messages and referring them to the correct officer as soon as possible.
• Answering enquiries at the Reception Desk and informing the Officer required, who should attend at reception.
• General clerical assistance to be carried out within the reception office, commensurate with the grade of the post, as directed by the Executive Support Team Leader.
• Administering bookings/calendars for the Conference Rooms at Service Headquarters.
• To take delivery of refreshments/lunch as required for meetings involving the Executive Board, Members of the Devon and Somerset Fire and Rescue Authority, or both, and on behalf of other departments.

What we are looking for in our Executive Support Assistant:

• Ability to work accurately to deadlines with a degree of autonomy.
• Excellent written and oral communication skills.
• Good planning and organisation skills.
• Professional manner with the ability to recognise, respect and maintain confidentiality as required.
• Experience of working in an administrative environment.
• The ability to prepare agendas, take and write minutes of meetings.
• Proven ability to work efficiently and effectively both on own initiative and as part of a team.
• Proven ability to prioritise work to ensure timely completion of all tasks.

Closing date: 28th January 2023

If you feel you have the skills and experience to become our Executive Support Assistant please click ‘apply’ today, we would love to hear from you.

You must be eligible to work in the UK.