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Directorate Coordinator

Role Summary:

Based at our Cannon Place office, and reporting into the Director, the Directorate Coordinator will be responsible for providing dedicated PA support to 2 directors, administrative support for a number of policy committees, as well as contributing to the effective and efficient running of the Policy Cluster.

This will be a role that requires engaging with all levels of employees, and the post-holder will be required to play an active part in the success of multiple projects across the directorate.

Key Responsibilities:

  • Diary Management
  • Prioritise, organise and maintain diaries and appointments with flexible approach to deal with the unexpected (e.g. diary conflict)
  • Act as interface with offices of senior business and government contacts
  • Support Directors, co-ordinating workflow in their absence and ensuring colleagues take action
  • Organise and co-ordinate meetings, ensuring effective time management of appointments and regularly communicate with Directors with regards to meetings arranged on their behalf
  • Applying flexibility and accuracy with regard to changed schedules 
  • Booking and arrangement of travel and forward planning of logistics for all relevant meetings

Administrative Duties

  • Facilitate effective liaison with and between the Directors, Heads of Group, Policy Team, external contacts and other colleagues by being the focal point of organisation within the directorate
  • Respond to incoming telephone queries and administrative requests from colleagues as appropriate
  • Communicate important organisation updates to Directors, Heads of Group and staff within the cluster as required
  • Work with other directorates towards shared objectives to promote information exchange and joint-working within the organisation
  • Assist with presentations, including preparation and drafting of documents on behalf of the Director/HoG or Policy Team as requested
  • Produce professional documents and presentations
  • Take an active role in driving participation and providing administrative support to multiple projects across the Directorate as required.
  • Be the first point of contact when required for visitors to the organisation
  • Undertake any other relevant duties in line with the responsibilities of the post

Committee and Meeting Administration

  • Book meetings, including all logistics and supporting documentation
  • Planning and coordination of meetings at all levels of seniority. Includes liaison with relevant attendees, co-ordination of paperwork and note-taking as required
  • Co-ordinate all required meeting documentation to participants
  • Organise conference calls when required
  • Extensive liaison with members and dealing with general enquiries both verbally and in writing

Knowledge & Experience

What an individual must know or understand to be able to fulfil the role’s requirements


Educated to A level or equivalent

Previous experience in a senior administrative role, working to one or a number of senior people

Good working knowledge of membership organisations or general businesses

Good all-round commercial acumen


Awareness of business issues and current affairs


The practical actions required in order to be able to fulfil the role’s requirements

  • Highly developed sense of professionalism: work ethic, sense of responsibility, resourcefulness, attention to detail
  • Excellent personal and diplomatic skills and an ability to liaise effectively with people at all levels
  • Excellent communication skills both oral and written
  • Ability to prioritise tasks and assess urgency of situations requiring executive action
  • Experience of organising events
  • Strong team working skills
  • Self-starter and ability to work under pressure and use own initiative
  • Strong organisational skills
  • Strong IT literacy (MS Office, Excel, PowerPoint


The behaviours and characteristics required in order to be able to fulfil the role’s requirements

Collaborative – Listening, seeking views and sharing information; constructively challenging when appropriate

Taking ownership – Ensuring delivery and holding others to account; can influence, irrespective of hierarchy

Agile – Proactive and responsive to provide a strong member service; responding positively to shifting priorities

Commercial – Awareness of the wider business environment

Innovative – Exploring, sharing and integrating best practice; generating new ideas and challenging a mind-set of “what we’ve always done”

Analytical – gathering information and using logic to analyse, problem solve, evaluate risk and make decisions

How to apply

For all applications and enquiries please email with the subject 'Directorate Coordinator'. The deadline for all applications is Friday 24th February.

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