3 Month Contract With A local Authority

Purpose of the Job

To work as part of a team delivering high-quality, comprehensive business support services to the Civic Office and the wider Governance and Assurance department.
To support the Mayor’s PA in advising senior managers and stakeholders on civic protocol, procedures, and ceremonial duties.
To champion civic pride in line with Southwark’s status as London’s most historic borough, and to promote this ethos within the council and the wider community.
To coordinate all activities associated with the civic role of the authority, including civic functions and Mayoral projects, in partnership with the Mayor’s PA and other officers.
To manage and maintain administrative systems and processes that ensure effective service delivery and ongoing improvement.

Key Responsibilities

Manage electronic and paper diaries for the Civic Office.
Arrange meetings and appointments, coordinating travel, refreshments, and attendance of stakeholders.

Liaise with services and suppliers to coordinate civic events, functions, and engagements.
Book taxis, venues, and other requirements, ensuring prompt communication with the Mayor’s PA.
Consult and adhere to established protocol checklists and quality assurance procedures.

Draft, edit, and circulate high-quality correspondence, reports, and documentation using appropriate IT tools.
Handle sensitive information with confidentiality, discretion, and political awareness.
Serve as a secondary contact for the Mayor’s Office, handling public and internal queries professionally.
Liaise with civic offices, both within London and nationally.

Take accurate minutes and track follow-up actions within agreed timelines.
Assist in hosting official visitors to the Civic Office, including dignitaries, diplomatic personnel, armed forces representatives, and international guests.
Attend civic events to support the Mayor as needed, ensuring protocol and hospitality standards are maintained.

Support responses to Freedom of Information (FOI) requests relating to the Mayor and Civic Office.
Assist in gathering data for performance monitoring and service evaluation.

Undertake finance processes in line with regulations, including raising purchase orders, processing invoices, and preparing reports related to Civic Office budgets.

Provide cover for other business support staff to ensure continuity of service.
Participate in and support project work as required, including research and maintenance of project documentation.
Undertake any other duties appropriate to the role and grade, as reasonably required.

Requirements

Excellent organisational and administrative skills
Experience in high-level diary and event management
Strong written and verbal communication skills
Political sensitivity and the ability to handle confidential matters with discretion
Knowledge of civic procedures and protocol (or willingness to learn)
Experience using IT systems for document production and data management
Ability to manage competing priorities in a busy, public-facing environment
Financial administration experience desirable