Job Description

About this Role

The role of the IT Directorate Support & Governance team is to support the IT Senior Leadership team, the IT Extended Leadership Team and the wider IT department helping to ensure the effective operation of the department. Collaborating with people at all levels in relation to Governance, Communications, and more general Directorate support. The team is a fundamental part of the IT department, providing support and guidance to colleagues whilst working with key stakeholders across the organisation to meet common goals, helping to build and maintain a OneIPO culture.

The IT Directorate Support Lead is a key role in establishing a central collaborative function at the core of the IT department. Leading and developing a team that can support any IPO business area with IT related corporate governance queries. With responsibility for coordinating Directorate wide communications this role plays an essential part in the creation of effective engagement across many teams both within IT and the wider IPO.

Whilst this role is in the IT department, it does not require technical skills and is open to all staff who are interested in collaborating with a broad range of stakeholders.

Responsibilities

Chief Technology Officer & Senior Leadership Team Support:

- Proactively managing CTOs diary optimising the CTOs time and allowing appropriate time for preparation, focus and completion of allocated actions, either directly or by delegation.

- Answer and prioritise incoming correspondence and deal with queries as they arise where authorised to do so and consider handling and advise accordingly.

- Deal with CTO queries and actions as they arise and track progress of related actions

- Provide general support to the CTO and Senior Leadership Team when required

- Work closely with the Senior Leadership Team to ensure CTO cover when necessary & ensure queries are dealt with at the appropriate level/person

- Peruse all incoming board/committee papers for areas of interest or action and flag up accordingly ensuring the CTO has access to all relevant information in a timely manner.

Directorate Support & Governance:

- Work closely with the CTO to develop, draft and manage the CTO communications and engagement plan to include internal, IPO and external communications.

- Work with the CTO and SLT to co-ordinate and create presentations suitable for a variety of stakeholders

- Ensure CTO comms are considered as an integral part of Directorate wide communications and consider wider IPO messaging and departmental aims.

- Ensure effective completion of IPO Corporate governance returns where an IT specific response is required (e.g. Risk Register, Corporate Scorecard, Assurance maps, Freedom of Information responses etc)

- Ensure effective delivery of support to teams across the IT Directorate and when appropriate wider IPO

Relevant Skills and Experience

Essential

- Proven experience of working as an Executive Assistant at Director level

- Exceptional organisational skills

- Strong stakeholder management skills and excellent and inclusive communication skills

- Ability to adjust and adapt to an often quickly changing environment

- Strong communication skills

- Staff management experience including managing upwards