Executive Assistant to the Chief Fire Officer / Chief Executive – Avon Fire and Rescue Service

Summary of role

As the Executive Assistant to the Chief Fire Officer / Chief Executive you will provide high quality executive support and assistance to the Chief Fire Officer/Chief Executive (CFO/CE) and Members of the Fire Authority particularly the Chair, to assist in the execution of their roles and statutory functions, and ensure they are able to carry out their duties efficiently and effectively. This will include duties such as providing organisational and administrative support, coordinating and communicating between key internal and external contacts and manage and organise arrangements for meetings, conferences and special events.

You will lead, manage and motivate the Principal Officers’ Suite / Democratic Services Unit and it is essential that continuous cover be provided in the CFO/CE’s Office, which will necessitate co-ordinating leave arrangements and arranging alternative cover in emergencies in liaison with other Section Heads.

Some of the things you will be doing

• Ensuring the appropriateness of his/her attendance at meetings, events and conferences and overseeing the arrangements and itinerary, including travel and accommodation.
• Preparing relevant information and briefing packs, including relevant background information to ensure that the CFO/CE is clear about the purpose and attendees, enabling him/her to make informed decisions.
• Working closely with the CFO/CE on confidential and politically sensitive matters.
• Liaising with Heads of Service and reporting back progress made on relevant matters for the CFO/CE. This will include checking that follow-up action is undertaken by the nominated officer within the agreed timescales.
• Receiving and assessing incoming correspondence and, as appropriate, respond directly on behalf of the CFO/CE, or forward to the correct Officer or Elected Member, or pass to the CFO/CE having first obtained supporting information from relevant departments where necessary.
• Provide support and assistance to the CFO/CE, Senior Officers and Elected Members for key meetings, by ensuring they are fully briefed on strategic information to enable them to make evidence-based decisions.
• Ensure that the information they receive is accurate and presented to the highest quality to enable them to make informed and appropriate decisions.
• Manage relevant budgets on behalf of the Service Leadership Board and AFA (eg hospitality, land/room hire, equipment, hosted conferences and routine office expenses), monitoring, authorising and controlling expenditure, raising orders and ensuring compliance with relevant legislation and financial regulations.
• Maintain awareness of legislative changes, case law, data protection, information security and tribunal decisions. When needed, provide briefing notes to the CFO/CE and Officers and, when necessary, to Elected Members, to raise awareness of current political/non-political issues and how they may impact the Fire & Rescue Service locally, regionally and nationally.  When required, update procedural guidance and policy as appropriate.
• Exercise good judgement and use autonomy to make independent decisions, where appropriate. Know when, and when not, to refer matters to the CFO/CE.

What we will need from you

What you can expect in return

• 26 days annual holiday (plus public holidays) rising to 30 days after 5 years, and 31 days after 10 years of service
• Local Government Pension – Defined Benefit Scheme
• Electric Vehicle Salary Sacrifice Scheme
• Cycle to Work scheme
• Welfare and Wellbeing services
• Staff Engagement Groups
• Access to Medical Intervention Scheme
• Access to Blue Light card with offers online and high street discounts
• Use of the multi-gym, sports hall, restaurant, free parking and beautiful open surroundings at our Headquarters in Portishead.