Personal Assistant - Flexible Working Available

London (Central), London (Greater)
04 Feb 2020
18 Feb 2020
Contract Type



About the job

Do you have exceptional organisational skills?

Can you balance competing demands and delivering to challenging timetables?

If so we have an exciting opportunity for a Personal Assistant to join us at Department for Transport (DfT). If you are a dedicated and enthusiastic self-starter who thrives in a fast-paced and dynamic work environment, then we would love to hear from you! Job description

We are looking for an experienced Personal Assistant to provide executive level support to the DfT Core HR Director and Deputy Director for Group Reward, Policy and Arm’s Length Bodies within the DfT’s HR function.

We are searching for a hardworking self-starter who will lead Business Support for both Deputy Directors’ and their teams and be able to confidently communicate at all levels with internal and external stakeholders, both verbally and in writing. We are looking for someone who can proactively anticipate demands and commitments for the weeks ahead as well as reacting to last minute changes and can juggle multiple tasks at the same time whilst having a firm grip on prioritisation.

As an exceptionally organised personal assistant, you will be the supportive force that empowers our senior leadership. In return, you will have access to a wide range of training opportunities and be part of an organisation which encourages openness, inclusion, innovation and challenge, and where our people have opportunities to develop and further their careers.


Roles and responsibilities:

•Running the Deputy Director’s inbox, using good judgement to respond to emails and cascading requests on their behalf
•Drafting letters, communications and responses on behalf of the Deputy Director’s. Exceptional written skills are essential
•Handling the diaries of both Deputy Director’s and prioritising multiple demands on their time, including engaging with high profile external stakeholders
•Preparing all diary logistics, including paperwork and briefing material, ensuring that the DD’s are always in the correct location, with the correct papers and aware of upcoming appointments
•Taking on the role of Secretariat for high profile Boards and the DfTc People Committee.
•Handling the administration of the Department’s long service awards
•Coordinating and setting up meetings, events and visits and providing logistical support, including planning and booking travel
•Handling and managing the flow of correspondence and ensuring that briefings and papers are provided for upcoming meetings
•Contributing to the effective running of the Division and wider team
•Commissioning briefings for meetings and ensuring colleagues are aware of potential items for discussion
•Providing management and support across corporate activities; covering tasks related to HR, IT, on-boarding, business and workforce planning and corporate work-streams
•Support Senior Management (SMT) meetings by drawing up agendas, circulating papers, minuting/recording and tracking actions and leading on admin issues

About you

We are looking for a confident candidate with strong interpersonal skills, who has experience of building good working relationships across teams including with senior managers. You will have experience of acting as Secretariat for high profile meetings and handling the circulation of agendas and minute taking. You will be able to organise work both methodically and at pace, whilst diligently forward planning and tracking ongoing tasking and timelines. We are looking for experience of working flexibly and adapting to often rapidly changing priorities in managing the inbox. Also, you will need to be confidence in using Microsoft Office suite.

About us

We are part of the Department for Transport (DfT). DfT is a great place to work, and our ‘one team’ approach really makes a difference. We value our staff and that’s why we’re committed to nurturing an inclusive environment across the Department.

You’ll be part of an innovative organisation that invests in all our people, ensuring we have the diverse skills to deliver transport that moves Britain ahead now and into the future.

Find out more about what it's like working at the Department for Transport.


We'll assess you against these behaviours during the selection process:

  • Managing a Quality Service
  • Communicating and Influencing
  • Delivering at Pace
  • Making Effective Decisions


Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance.

Things you need to know

Successful candidates must pass a disclosure and barring security check.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

The sift is due to take place from 19th February.

Interviews/assessments are likely to be held from 4th March.

Interview location to be confirmed.

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates

As part of the application process you will be asked to complete a CV and personal statement. Further details around what this will entail are listed on the application form.

The selection process will be designed specifically for the role. As a result, your assessment could include:
• an interview
• an interview with one or more exercises
• a full day of activities including interactive, written and timed exercises

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity. For further information on Success Profiles please click here

Your interview may consist of a range of question types. These may include questions about:
• what energises and motivates you
• how you would manage situations relevant to the role
• your previous experience
• your professional skills and knowledge

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.

Further Information

We have adopted anonymised recruitment. This means that your name, date of birth and other personal details will not be seen by the sift panel.

We may hold a merit list for up to twelve months. During this time, if a similar role is identified and you have been placed on the merit list you may be considered for the post. Within the merit list period, your application form and selection information may be shared across the department and its agencies.

If successful and transferring from another Government Department a criminal record check may be carried out.

Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

New entrants are expected to join on the minimum of the pay band.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstance some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing stating the job reference number in the subject heading.

Reasonable adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via as soon as possible before the closing date to discuss your needs.

Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

Any move to the Department for Transport will mean you will no longer be able to carry on claiming childcare vouchers.

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information Contact point for applicants Job contact : Name :   Sophie James-Hoar Email :   Recruitment team : Email : Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here ( to visit Civil Service Commission

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