Job Description

Job summary

There has never been a more exciting time to be working in active travel. Active Travel England (ATE) is at the forefront of this high-profile agenda. ATE will help deliver the Government's ambitious vision for half of all journeys in England's towns and cities to be walked or cycled by 2030. The plan commits to ensuring cycling and walking provision is at the heart of local plan making and decision taking. Joining the team represents a genuine opportunity to shape transport policy in a time when other wider considerations like transport decarbonisation are a central government priority.

The Government announced the creation of ATE in January 2020 to transform active travel in England. With an established leadership team, ATE is looking for a proactive individual with excellent organisational skills to take on the role of Executive Assistant. This is a critical role at the heart of ATE and would be perfect for someone who is confident and enthusiastic, who acts independently and who thrives in a fast-paced and dynamic work environment.

This post is based in York and there is a requirement to work Monday to Friday. The post holder will need to be flexible to respond to business needs.

Duties and responsibilities

The successful candidate would be expected to:

• Manage the CEO and Deputy CEO's diaries ensuring appointments are prioritised, communicated and managed effectively, dealing with diary clashes and reprioritising as necessary.

• Arrange travel (rail and hotel bookings) for the CEO and Deputy CEO, processing their subsequent expense claims

• Manage the CEO's and Deputy CEO's inbox; responding to emails on their behalf where appropriate, drawing urgent items to their attention and equipping them to respond to requests for comments and clearance to deadlines set.
• Approve expenses and holiday requests on behalf of CEO, ensuring adequate senior cover is maintained and expenses comply with policy requirements prior to approval

• Work closely with a wide variety of internal and external stakeholders with an interest in cycling and walking; build and maintain high quality and trusting relationships with those stakeholders; and represent the CEO and Deputy CEO in a professional and exemplary manner.

• Provide ad-hoc support to the Chief Operating Officer, if capacity allows

• Support with minute-taking of meetings and opportunities for wider secretariat support

Person specification

About you

We are looking for a motivated and confident candidate who is able to:

• Engage and collaborate with a diverse range of stakeholder at all levels, including senior stakeholders;
• Use their organisational skills and eye for detail to work effectively;
• Effectively and efficiently manage workload to achieve results to time;
• Confidently communicate both verbally and in writing;
• Prioritise their workload in a fast-paced environment.

The Temporary Worker will provide high-level diverse secretarial and administrative duties for one or two key senior managers, exercising independent judgment and discretion in performing tasks.
Examples of duties will include but not be restricted to:
- Composing non-routine correspondence
- Compiling reports
- Transcribing dictation
- Typing documents, using word processor or spreadsheet software
- Receiving visitors
- Screening and directing manager's telephone calls
- Diary management
- Arranging meetings or travel
- Maintaining records or files
Typical qualifications and experience:
- Stage III RSA certificate (or equivalent) in typing / word processing
- Minimum typing speed of 60 wpm combined with advanced audio typing skills and shorthand if required at 110 / 120wpm
- Preferably a member of IQPS
- Experience as an executive secretary / personal assistant
- An advanced level of computer literacy and wide knowledge of relevant software packages
- Excellent communication skills both oral and written

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.