Opportunities

Job Title: Corporate Services Officer

Reporting to: Head of Corporate Services & Improvement

Contract: Permanent

Hours: 37 per week

Location: Chippenham Town Hall

Main Purpose of Role:

To deliver the effective and efficient management of the Council’s services by providing proactive and responsive support to the Corporate Management Team and Heads of Service, with a range of administrative and logistical activities.

Main Duties and Responsibilities:

• Deputising for the Head of Corporate Services & Improvement.
• Planning, organising, and hosting meetings and events, including booking meeting rooms, refreshments and coordinating schedules.
• Preparing agendas, notes and minutes from meetings involving the Corporate Management Team, Councillors, key partners, and stakeholders.
• Supporting and attending meetings with the Corporate Management Team, some of which are confidential in nature.
• Developing effective relationships with external partners, stakeholders and suppliers, upholding the Council’s core values and acting as an ambassador for the Council.
• Responding to enquiries and complaints and drafting high quality correspondence on behalf of the Management team.
• Liaising with various partners and stakeholders, Councillors, and members of the public on behalf of the Chief Executive and senior management team.
• Managing and monitoring multiple inboxes on a permanent basis including recruitment and sponsorship, and managing and monitoring the Chief Executive’s inbox when out of the office.
• Helping to ensure the Council’s IT service runs effectively including raising, following up and tracking tickets with our external IT service provider and other related tasks.
• Logging and monitoring inbound call volumes to the Councils main numbers, such as Customer Service, Stanley Park & Chippenham Museum.
• Supporting the Council’s recruitment process from advertisement and appointment to induction, including placing adverts, liaising with candidates and other related tasks.
• Supporting the Head of Corporate Services & Improvement to provide HR services, including seeking information from external partners as required.
• Maintaining and updating electronic records and paperwork including confidential personnel files.
• Liaising with Heads of Service and external companies to book training courses for staff and maintaining and updating training records for all departments.
• Sending out internal communications, issuing reminders and chasing responses.
• Assisting with the preparation of tenders for the procurement of corporate services.
• Supporting the delivery of the Council’s aims and objectives set out in the Corporate Strategic Plan, and monitoring outcomes.
• Supporting the Head of Corporate Services & Improvement with public consultation processes, to ensure the Council’s priorities are informed by local context.
• Assisting with the preparation of applications for local, national and regional award schemes.
• Researching and applying for suitable grant funding opportunities across all service areas.
• Assisting with monitoring performance targets to ensure Key Performance Indicators are met.
• Ensuring the Council adheres to the Data Protection Act by frequently reviewing and destroying data where appropriate.
• Tracking actions, managing deadlines, and sharing information.
• Providing effective support to various corporate projects across the Council, including chasing progress against project plans, making links between activities, and carrying out research.
• Arranging attendance at conferences, training, and other events and co-ordinating travel on behalf of the Management team.
• Representing the Council at external meetings if appropriate.
• Supporting the organisation and delivery of community events.
• Supporting the delivery of climate and biodiversity related projects.
• Preparing reports and presentations.
• Raising purchase orders and signing invoices.
• Supporting all departments with general office administration duties such as printing, filing, photocopying, record keeping and other ad hoc tasks when required.
• Working as part of a wider team to ensure a consistent standard of administrative work, whilst also working independently to ensure tasks and projects are completed in a timely manner.
• Collaborating with colleagues to ensure adequate cover is provided for holidays and absence.

Click here to download a Job Description

To apply, please visit the council’s website here.