Executive Personal Assistant

at  Bedfordshire Fire and Rescue Service

REQ000336

We are seeking a highly organised and proactive Executive Personal Assistant to provide a comprehensive, confidential and professional support service to the Executive Leadership Team.

ABOUT YOU

You will have:

• Significant experience in a Secretarial/administration background including diary management, minuting meetings and monitoring outcomes and actions.
• Some experience of working as personal assistant.
• Ability to confidently type various documents with accuracy and a high level of attention to detail.
• In depth experience of making travel arrangements including visas, accommodation and overseas bookings.
• Excellent organisational skills with high level of attention to detail with the ability to use own initiative, prioritising workload to meet deadlines and manage a number of tasks simultaneously
• Excellent interpersonal and communications skills with the ability to converse at ease with members of the public and provide advice in accurate spoken English.
• In depth experience using Microsoft 365 (including Outlook, Word, Excel and PowerPoint).
• Ability to exercise strict confidentiality in the handling of all issues of a sensitive and confidential nature.
• GCSE English and Maths at Level 4 or above or equivalent.

For more details on the essential criteria required for the role, please see the attached job description and person specification.

WHY WORK WITH US

We recognise that you are looking for more than just a career. A few of our benefits include:

• Hybrid working patterns
• Flexi-time scheme including flexible start and finish times, variable lunch breaks and flexi-leave days
• Local Government Pension Scheme
• Holiday allowance of 25 days* (plus public holidays) on joining; increasing to 30 days* after 5 years’ service and 32 days after 10 years’ service (*pro rata if part time or irregular working pattern)
• Free onsite parking
• Instant access to ‘Lifestyle Savings’ platform includes a range of discount cards from well-known and independent retailers
• Eligible to sign up to ‘Blue Light Card’ with access to thousands of amazing discounts online and on the high street.

NEXT STEPS

If this role is of interest, please visit our website https://www.bedsfire.gov.uk/careers/search for further information and to make a formal application. We ask that you include your full career history and reference your skills and experience in line with the job description and person specification within your application and supporting statement.

ABOUT THE ROLE

In this role, you will be assisting senior leaders to make the most of their time and ensure they are best placed to lead the organisation. You will ensure the efficient management of diaries, meetings, and communications. You will be responsible for screening and prioritising correspondence, coordinating travel and event arrangements, and liaising with senior stakeholders, government bodies, and external organisations.
You will play a key role in researching and preparing reports, drafting and formatting documents, and servicing meetings, including taking accurate minutes, decisions and actions. Additionally, you will support the planning and organisation of high-profile visits and corporate events, while maintaining the highest level of confidentiality and professionalism.

KEY RESPONSIBILITIES

• Manage communications by screening, prioritising, and responding to emails, phone calls, and correspondence, ensuring efficient information flow to and from ELT.
• Liaise with external organisations, government bodies, and senior individuals, coordinating arrangements and maintaining a professional image.
• Conduct research, gathering and summarising information to support ELT decision making.
• Draft, format, and proofread documents and correspondence on behalf of ELT/SLT, ensuring accuracy and compliance with standards.
• Manage ELT/SLT diaries and travel by forward planning, scheduling meetings, prioritising appointments, and arranging venues, travel, and accommodation to maximise their time.
• Support meetings by coordinating agendas, producing reports, taking minutes, and tracking actions for ELT/SLT.
• Organise high-profile visits, planning and managing visits Lord-Lieutenant, High Sheriff and Government Ministers, acting as the main point of contact.
• Assist with corporate events by supporting event planning, including venue booking, guest lists, and logistics.
• Handle procurement by making purchases, managing travel expenses, and processing financial transactions in line with policies.