We have an exciting opportunity for an Executive Support Assistant to join our team based at Service Headquarters on a Permanent contract working full time (37 hours per week). In return you will receive a competitive salary starting at £25992.00 and rising to £27711.00 per annum.
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 an 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.
Find out more:
Key responsibilities as our Executive Support Assistant:
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 where necessary ensuring follow up by Officers in a way that is 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 the 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 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.
If you feel you have the skills and experience required to take on this role, please click on the 'apply' button below:
Closing Date: 2359hrs 26 February 2025.
How to apply:
You will be required to complete an application form and submit a document to show how you meet the following essential criteria taken from the Job Description and Person Specification.
Experience of working in an administrative environment.
Good telephone manner and experience of dealing with the public.
Proven ability to work efficiently and effectively both on own initiative and as part of a busy team.
Professional manner with the ability to recognise, respect and maintain confidentiality as required.
Proven ability to prioritise work to ensure timely completion of all tasks.
Ability to work accurately to deadlines with a degree of autonomy.
To help you with this part of the application form please find attached below the word document "Executive Support Assistant - Essential Criteria for Application". Please download this document and complete it with your evidence in relation to the above criteria. You can then upload this where requested when completing your application form.
Please note that the evidence you upload to your application should not exceed 2000 words in total (excluding titles).
Our values
We are committed to safeguarding and promoting the welfare of children and vulnerable adults, and all employees must share this commitment and adhere to the Service's Safeguarding Policy and Procedure.
Fire and Rescue Authority roles are listed in Schedule 1 of the Rehabilitation of Offenders Act 197 (Exceptions) Order and as such it is our policy to require all applicants to disclose any criminal convictions (both spent and unspent) including driving offences, cautions, and /or reprimands.
Devon and Somerset Fire and Rescue Authority are committed to the rehabilitation of offenders, as such any positive disclosures will incorporate a reasonable and proportionate response.
As a Service and as individuals:
We are proud to help
We are honest
We are respectful
We are working together
Devon and Somerset Fire and Rescue Service recognise and celebrate the vast diversity of the local communities that we serve and aspire for this to be reflected within our workforce. We encourage candidates from diverse backgrounds, experience and beliefs, who share our values, to consider working for us.
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident .