Mayoral and events admin support

Job Description

Job Title : Mayoral and events admin support
Job Category : Sec / Admin
Location : Basingstoke and Deane BC
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £11.00

Candidate must be a quick learning, organised and a good communicator. They must be able to work alongside and communicate with officers at all levels of the organisation.
Main purpose of job
To provide administrative support to the Mayoral Events Coordinator on a day to day basis as required.
Main responsibilities
1. To support the delivery of high quality administrative and event duties as directed by the Mayoral Events Coordinator and Head of Law and Governance (inclusive of but not limited to diary management, event arrangements, managing correspondence and researching)
2. To monitor the team inbox responding to internal and external queries in a timely and accurate manner with a proactive and helpful attitude.
3. To take minutes at meetings when required
4. To support with co-ordinating high quality event management service for the Mayor and Deputy Mayor, including civic and charitable events
5. Interact with the Mayor, Deputy Mayor, other members, officers and guests in a respectful, professional, diplomatic and sensitive manner at all times, particularly at times of heightened anxiety.

Key tasks
1. To assist and support the Mayoral Events Coordinator in the delivery of a co-ordinated and focussed service.
2. Support with event management e.g booking of premises, transport, refreshments, invitations, seating plans, producing briefing notes, update know how guides, explore and implement best practice for the function,
3. To plan, schedule and administer meetings including venue/room booking (via Teams if virtual) providing supporting documentation as needed (agenda, previous minutes) and taking minutes.
4. Support with the producing of risk assessments for events the Mayor/ Deputy holds.
5. To undertake such work as senior management may determine which is compatible with the responsibility levels of the post.
To comply with any relevant regulations, professional standards, the council’s policies and procedures and appropriate legislation (including legislation on data protection, equalities, health and safety and safeguarding children and vulnerable adults)’.