Job Description

MAIN AREAS OF RESPONSIBILITY:

To be responsible for a comprehensive secretarial support service directly to all members of the Commonwealth Games 2026 (CWG 2026) Bid team. Develop the City Councils commitment to equal opportunities and to promote non-discriminatory practices in all aspects of work undertaken
It must be understood that every employee has a responsibility to ensure that their work complies with all statutory requirements with Standing Orders and Financial Regulations of the

City Council and to ensure that all work functions are undertaken in accordance with health and safety legislation, codes of practice and the City Councils safety plan.

This job description is not intended to be either prescriptive or exhaustive. It is issued as a framework to outline the main areas of responsibility.

The organisation of all CWG 2026 schedules through full diary management in a proactive, efficient manner. To ensure that a professional reception service is operated when dealing with visitors to the CWG2026 team and other senior colleagues. To filter e mails and other general information, queries, phone calls and invitations highlighting urgent correspondence as necessary. The role will involve regular contact with the Mayor, CEX, elected members, MPs, Partner agencies and the media as well as a range of other agencies. To service appropriate meetings, including preparing agendas, word processing, collating and distributing papers, taking and distributing minutes and making room and refreshment arrangements Responsible for the prompt and appropriate handling of all correspondence for the attention of all members of the CWG 2026 Bid Team and dealing directly with issues for which authority has been delegated to the post holder. Requisition any travel and accommodation arrangements that may be required by the CWG 2026 Bid Team and to maintain appropriate records of mileage, travelling and subsistence payments. Process invoice payments and payment requests for the CWG 2026 Bid Team through the SAP system Financial monitoring of the income and expenditure budget allocated to the CWG 2026 Bid Team To engage with colleagues both internal and external to Community Services to support the CWG 2026 Bid Team. To support other members of the Leadership team, undertaking additional duties as required in times of staff absence. To support the CWG 2026 Bid Team as appropriate in making a direct and positive contribution to the team in order that the teams time is utilised in an efficient and effective manner. It is vital that confidentiality be maintained at all times when dealing with information and the post holder will be expected to exercise independent judgement and initiative based on good practice and acquired knowledge in problematic situations. Ensure the effective use of all technology and software packages. Co-ordinate the introduction of any new technology, systems, methods or procedures ensuring that they are efficiently incorporated in to working practices. Produce correspondence, reports (including preparation of Board Reports), documents and power point presentation for the Director. Exercise independent judgement and initiative in relation to managing your own workload and to resolve problems as they arise. Manage the exchange sensitive of contentious information with Team Members, elected members, the Mayor and CEX and other officers maintaining confidentiality at all times. Engage in and contribute to professional development as and when appropriate Contribute to the management of health and safety for the relevant areas of the service Support the delivery of the City Councils performance management
Job Types: Full-time, Temp to perm

Pay: 17.00-17.33 per hour

Experience:

Administrative: 3 years (required) customer service: 3 years (required) Secretary : 3 years (required) OR15982: 1 year (preferred)
Work Location: In person