Role: Secretary

Department: Performance & Governance

Location: Carbrook, Sheffield  

Salary: £24,222 - £26,106

Hours: 37       

Contract Type: Temporary until 31^st December 2025

As a Secretary within Performance & Governance, you will play a vital role in providing a comprehensive secretarial service to Senior Officers working both independently and as part of a team.  You will use your own initiative to make decisions, maintain a high level of confidentiality and have excellent time management skills.

Key responsibilities:

• Maintain and update the electronic diary of Senior Officers, including the booking of appointments, arrangement of meetings and forward diary planning.
• To arrange and attend local and regional meetings as required.
• To maintain and develop role specific administrative systems and procedures.
• To maintain effective filing, retrieval, and management of both paper and electronic based systems.
• Receive incoming correspondence, including complaints, and prioritise accordingly, referring where appropriate. 
• Maintain the electronic inbox of the Senior Officers.
• To receive visitors and arrange appropriate hospitality as required.
• To assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex.
• Preparation of files and background materials for meetings attended by Senior Officers.
• To work collaboratively with other Secretaries and PA’s both SYP and partner agencies

Skills and experience:

• Recent experience of working in an office/Secretarial role.
• Computer literate and competent in the use of Microsoft Applications including Word, Excel, and PowerPoint.
• Must have high ability to touch type with speed and accuracy.
• Experience of managing busy diaries/conflicting appointments and prioritising appropriately.
• Ability to work accurately under pressure.

Skills and experience as documented in the role profile need to be evidenced in your application to be considered for interview

For more detailed information relating to the role, skills and experience for this role, please click here to view the role profile.

What we offer:

We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

• A highly competitive salary and access to a generous pension scheme
• Generous annual leave allowance
• A wide range of family friendly policies including enhanced maternity, paternity and adoption leave 
• Flexible working arrangements including flexi-time and hybrid working
• A transparent and collaborative team culture underpinned by our core values of Fairness, Integrity & Trust
• Comprehensive range of development and leadership courses to develop your career with South Yorkshire Police
• Employee Assistant Programme (accessible 24/7) offering confidential support and advice 
• Flexible lifestyle benefits such as: Blue Light Card, Company Shop, Cycle to work scheme
• Committed to embedding sustainability: South Yorkshire Police Sustainability Strategy 2020-2025 (yhrn.police)
• Membership to the Sports and Social Club
• Access to a wide range of staff support groups and networks

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 3 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

South Yorkshire Police is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff, and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process. 

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables South Yorkshire Police to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid. 

This role has been evaluated as a hybrid role.

Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home.

South Yorkshire Police’s Key Values: 

At South Yorkshire Police we have 3 key values which run through everything we do Fairness, Integrity & Trust, the attached document details the key behaviours we expect all employees to adhere to.

Contact details:

For further information about the role, please contact: Clare Jones on 07464 985188 

Closing Date: 27^th January 2025

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made between the Talent Acquisition Manager and the Line Manager for the role.

How to apply: Please click ‘Apply’ 

Candidate Information:

Please note that, should you be successful at the interview stage and before appointment, the relevant pre-employment checks are required. These include references, medical clearance, vetting clearance and sickness absence criteria check.

Diversity & Inclusion:

Applications are particularly welcome from female and ethnic minority candidates.

It is really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills. We support and value all officers and staff and the unique experiences they bring to the role. We strongly encourage and welcome applications from these valuable underrepresented groups.

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk

In addition, we will look to support anyone who requires Part Time/Job share working hours. 

Internal Candidates:

This vacancy is temporary therefore, you must have the support of your current Line Manager to apply. If you are a permanent member of staff, this would be classed as a secondment opportunity. If you are on a fixed term contract, you must contact the Talent Acquisition Team before applying. 

Please ensure that you and your current line manager complete the attached consent form. Please email the completed form to the hiring line manager, with the role title and the closing date stated in the subject of your email. 

Without support, your application will not be considered any further.

The decision to make all adverts temporary for a fixed term of 12 months is due to the financial position. As the financial position becomes clearer, it may be that we can make some of these posts permanent without the need to run a second recruitment process, equally they could be ended sooner than the 12 months

Documents to Review: 

For the Police Staff Recruitment Vetting Handbook - Please Click here

For Application Guidance and Tips - Please Click Here

For the FIT Values of South Yorkshire Police - Please Click Here

For Secondment Approval - Please Click Here