Job Description
The Suffolk Improvement & Innovation Team (Futures Hub) is responsible for delivering innovation and change projects across Suffolk Constabulary. Working in collaboration with the local policing teams in Suffolk, the team plays a central role in developing, delivering and evaluating change and improvement programmes, coordinating inspection activity and looking ahead at opportunities to innovate.
The position
We are looking to recruit a project support administrator to join our team to provide essential administrative support to the team's portfolio of work. The successful candidate will be able to work well within a team to carry out a range of admin tasks, including managing meeting and project documentation, coordinating with internal and external stakeholders, maintaining the team's internal communications and intranet page, providing support to research activities such as focus groups and surveys, and facilitating inspection requirements. The successful candidate will be joining a team which plays an integral role in the constabulary's focus on continuous improvement, innovation and transformation.
Who are we looking for
This is an exciting opportunity for anyone who enjoys working with a wide range of people and who wants to be able to make a positive contribution to the effective running of the team. We are looking for someone who can provide reliable administrative support, can adapt to changing needs and who likes to problem solve. You will be part of a supportive and collaborative team, who work closely with colleagues from other teams to provide a key service to the constabulary, helping it to adapt to ever-changing policing needs and deliver an effective service to the communities of Suffolk. We are keen to hear from people with a variety of experiences and whilst experience of working in policing may be beneficial, it is not a pre-requisite for applications.
What we can offer
- Competitive salaries with a generous annual leave allowance, flexible working opportunities and the ability to work from home
- An excellent local government pension scheme and access to the Blue Light Card discount scheme
- Exciting and varied workstreams
- A diverse, equal and inclusive workforce in an organisation that values its people
- Fantastic wellbeing support function and staff support networks for all staff members and access to the sports and social club
- And finally, but perhaps most importantly, the opportunity to make a difference to the communities of Suffolk
Location
Our team operates in a hybrid working environment, meaning that you will be able to flexibly split your time working from home and from our main office at Suffolk Police Headquarters in Martlesham. On occasion, there may be a need to travel more widely, either to other Suffolk or Norfolk Constabulary locations or nationally.
Main activities of the role
- Undertake open source research as directed collating and presenting information in a suitable format.
- Assist with engagement activities including arranging workshops, focus groups and undertaking the administration of surveys.
- Undertake the administration associated with HMICFRS activity (including maintaining spreadsheet sending out requests for data and collation of responses adhering to deadlines, booking rooms for inspection interviews, producing inspection internal timetables, organising HMICFRS attendance on site, liaising with reception around security access, liaising with departments).
- Organise, attend and capture key notes of focus groups and workshops as required presenting information in a suitable format.
- Produce agendas and facilitate meetings including the production of action and decision logs.
- Responsible for general office support including stationery ordering, room bookings, pool car bookings and arranging meetings/conferences.
- Undertake a range of administrative tasks relating to project work as directed including producing PowerPoint presentations, formatting reports, briefing papers and excel spreadsheets.
- Responsible for maintaining and updating Futures Hub intranet pages.
- Build and maintain a repository of electronic change management documentation and resources in accordance with team procedures.
- Management of the Futures Hub generic mailbox forwarding relevant emails for action as necessary, including providing responses where appropriate.
- Creation and distribution of mail merge correspondence in support of project activity with internal / external stakeholders.
- Any other duties commensurate with the role and grade as may reasonably be requested by line management.
It is essential that applicants meet the following criteria:
- Proven experience in an administrative or project support role undertaking a range of administrative tasks in a busy office environment
- Proven effective self-planning, organisational and co-ordinating skills with the ability to prioritise own workload and manage several activities simultaneously
- Excellent written, verbal and interpersonal skills with the ability to liaise effectively at all levels, internally and externally
- Accurate keyboard skills and a comprehensive working knowledge of Microsoft Office applications
- Proven ability to work on own initiative whilst also being able to work effectively as part of a team
- Ability to work under pressure to strict deadlines ensuring attention to detail with accuracy while delivering against deadlines.
It is desirable that applicants meet the following criteria:
- Working knowledge of Microsoft Visio
Hours of work are 37 per week Monday to Friday. This post is offered on a permanent basis.