Executive Officer – Diaries (Midlands Engine) – Nottingham (other locations including Birmingham possible).

Location

Nottingham

SALARY

£32,234-34,728

CLOSING DATE

1st March 2021

About the midlands engine.

The Midlands is a region of pioneering minds, thriving industry, great beauty, inspiring heritage and incredible people. Our region is a place of vibrant cities, bustling towns, flourishing rural areas and welcoming communities. From Shropshire in the west to Lincolnshire in the east, from Derbyshire in the north to Herefordshire in the south, we are the beating heart of the UK.

The Midlands Engine convenes a wide range of partners, from small businesses and universities, to global multinationals, public sector bodies and government agencies, bringing voice and vision to the Midlands. We provide crucial focus and connection so that, together, we can act now with commitment and purpose to drive economic prosperity for the nation and for the benefit of our region’s places, people and future. And now, we’re looking for dedicated, skilled people to be part of that future.

Job Purpose.

This role is an important technical role at the heart of the Midlands Engine team, you will be providing an exceptional and comprehensive support role to diary management for the Chairman and Executive Director, ensuring that they can operate effectively as an ambassadors for the Midlands Engine.

The postholder will be working within a small team on the strategic planning and coordination of high profile meetings with international leaders, Ministerial visits, and international visits through close liaison with senior Whitehall and regional civil servants, colleagues and partners.

The postholder will be responsible for the full diary management and coordination and provide detailed engagement planning from concept to detailed logistical arrangements for meetings and attendance to events. The postholder will be liaising with (the offices of) business leaders, Government Ministers, Council leaders and senior officers from LEPs and Local Authorities, ensuring a positive image of the organisation is portrayed and opportunities to promote and progress local priorities are maximised.

You will demonstrate you can work across a challenging and varied portfolio, meet tight deadlines, pick up a range of topics quickly, and work cooperatively and flexibly as part of a small and face paced team.

Duties and responsibilites.

Be responsible for the leadership, development and maintenance of a comprehensive diary management function to the Chairman of the Midlands Engine and Executive Director, Midlands Engine.
To support planning and coordination of high profile meetings and visits, which may include other senior / leadership team members to ensure a positive image of the Midlands Engine is portrayed and opportunities to promote and progress local priorities are maximised.
Liaise proactively with the Offices of senior politicians and leaders and lead on comprehensive logistical arrangements for meetings and events.
To act as a point of contact for inward communications and provide outward communications on behalf of the Chairman, Executive Director and senior leaders.
Identify areas for improvement by continuous monitoring and evaluation of processes and procedures including record keeping and risk monitoring.
Obtain information, liaise with partner Offices, create and provide a detailed forward plan for events and engagements on behalf of the Midlands Engine team.
Provide an integrated support service working together with the Chairman’s Private Secretary and Midlands Engine Senior Executive Officer to ensure planning, briefings and logistical arrangements are robust.
Build on the current operational process for high level key internal and external meetings and other meetings including ensuring the delivery of a short term medium and long term comprehensive diary management schedule, leading on the coordination of briefings, speeches and monitoring delivery of actions.
Provide day to day logistical support making all business travel arrangements on behalf of the Chairman including taking budget responsibility. Provide ad hoc support within the Executive team on meetings including making recommendations and arrangements for travel and accommodation in the UK and internationally.
Undertake general team administration, record keeping and office management functions including comprehensive financial management and the commissioning of travel and accommodation, contribution in kind register, gifts and hospitality register, register of pecuniary interest and the development and management of an effective risk and business continuity for service delivery.
Play a proactive role within the Executive team and provide regular reports on Chairman’s activity, invites etc. Ensuring the Executive team are sighted on proposed meeting and can provide timely decisions for confirming and approving Chairman`s engagements.
Report regularly to the Executive Team (team meetings) and to the Chairman directly as and when required on engagements, planned and tentative – updating on logistics, arrangements and Midlands Engine communications opportunities. Midlands Engine Partnership.
The postholder will be expected to work flexibly to meet the requirements of this role and provide reactionary responses at short notice which will include working outside of normal office hours and on occasion be available at weekends.
Be willing and able to contribute positively and flexibility, as might be needed, to a dynamic team on a rapid growth trajectory through a time of exciting organisational change.