Location

Southampton

About the job

We welcome applications from all communities and we don’t discriminate against any identity. We’re interested to hear from you, regardless of your background.

Important information regarding Vetting Checks

Due to Covid-19, there is less capacity to complete National Security Vetting checks. Vetting is being prioritised for staff either directly involved in the HMG Covid-19 Response or roles in a limited number of agreed high priority areas.

Therefore, in some instances, following successful BPSS pre-employment checks, the successful candidate may commence employment on the premise that NSV higher security checks will be conducted once normal service levels resume. Should NSV checks prove to be unsuccessful, an alternative role, not requiring NSV clearance, will be identified within the department.

If this is not possible the start date for some campaigns will need to be delayed until vetting has been completed.

Do you have experience of administrative duties supporting higher managers and executive levels?

Are you a good communicator who is highly confident in communicating with a wide range of stakeholders?

Are you a highly organised individual who can manage their time effectively?

If so, we would love to hear from you!

Job description

The Maritime & Coastguard Agency has started an ambitious IT transformation programme that will deliver improved capability across an expanded IT workforce.

We aim to improve all technology services whilst supporting the wider business on its own transformation requirements and ensuring IT aligns to their needs.

We are looking for a Business Unit Assistant who will be responsible for providing support to the IT Business Unit Manager and senior management team in the IT Directorate, to maintain compliance with MCA corporate requirements in managing Health & Safety, Risk and personnel.

The role holder will also be responsible for maintaining the Directorate pay-model, ensuring this aligned with the published organogram; provides administration support to Health & Safety, Risk & other governance boards led by the directorate.

This is a fantastic opportunity as you will be a full and active member of the Business Unit and accountable for the delivery of management information to support effective decision making at the IT management board.
 

Responsibilities

Role Responsibilities include and not limited to:

• Undertaking the delivery of general administrative support to the IT Directorate management team, including screening of incoming telephone calls, emails and mail, drafting correspondence and management of the IT Stationery stock levels
• Being responsible for secretariat support at senior team meetings, including minute taking, distribution of papers, tracking and following up actions
• Being accountable for the preparation of management information in a timely manner for the IT Strategy Groups, which include the IT Management Board, Risk, Process & Governance and IT People Strategy Groups
• Being responsible for managing and co-ordinating the travel and accommodation arrangements of the IT Management team in support of MCA objectives
• Being accountable for the day to day management of the Directorate pay-model and maintaining the associated Organogram

About You

Excellent organisational skills are required and you will be able to manage and filter workflow as well as organise and prioritise your work to maximise productivity and achieve all deadlines. You will be highly adaptable and flexible, adjusting to the requirements of the role.

You will have Impeccable written communication skills & strong command of the English language and grammar with the ability to adapt your delivery to suit a variety of audiences.

You will also be computer-literate, with a working knowledge of Microsoft Office packages like Word, Excel and Outlook.

You work well as part of a team as well as under your own initiative, taking responsibility for your own performance to ensure you deliver against objectives.

Behaviours

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

• Communicating and Influencing
• Delivering at Pace
• Working Together

Benefits

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.

Find out what it's like to work at the Maritime and Coastguard Agency

Things you need to know 

Successful candidates must pass a disclosure and barring security check.

People working with government assets must complete basic personnel security standard checks.

Selection process details

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

We are closely monitoring the situation regarding the coronavirus, and will be following central Government advice as it is issued. There is therefore a risk that recruitment to this post may be subject to change at short notice. In addition, where appropriate, you may be invited to attend a video interview.

Please continue to follow the application process as normal and ensure that you check your emails regularly as all updates from us will be sent to you this way.

The Civil Service Nationality Rules has been updated following the United Kingdom’s exit from the European Union. The new rules will come into effect on 1st January 2021. We urge people from the EU, European Economic Area and Switzerland to be familiar with the updated Nationality rules prior to applying for this role.

This vacancy is using Success Profiles. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

For this role we will assess your Managing a Quality Service, Delivering at Pace, Communicating and Influencing and Working Together behaviours.

How to Apply

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.

As part of the application process you will be asked to complete a personal statement. When considering your experience, please tailor your Personal Statement to provide evidence of:

• Your experience of building strong working relationships with stakeholders to understand their needs and requirements, you should include how you did this and any challenges you faced
• Experience of supporting a team or colleagues with conflicting priorities & how you managed your time to ensure deadlines were met
• Good verbal and impeccable written communication skills & strong command of the English language and grammar, with the ability to adapt your delivery to suit a variety of audiences
• Experience of using Microsoft office effectively to assist you with completing your daily tasks

The sift is due to take place on Thursday 28th January.

Interviews will be held on Thursday 11th & Friday 12th February.

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.

The selection process will be designed specifically for the role. As a result, your assessment could include:

•an interview

This interview will be conducted via a video interview, details of which will be provided to you should you be selected for interview.

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

Please see attached candidate notes for further information about our recruitment process

Further Information

To learn more about applying for a role within the Department for Transport, visit the Application Process page of our Careers website.

Before submitting your application, we encourage you to visit our Things You Need to Know page for further information about applying for a role within the Department for Transport and the Civil Service.

Throughout this job advert there are links to the DfT Careers website, which provides you further information to support your application. Should you be unable to access the information on our website, please email [email protected] for assistance.

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

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of Commonwealth countries who have the right to work in the UKs
• nationals of the Republic of Ireland
• nationals from the EU, EEA or Switzerland with (or eligible for) status under the European Union Settlement Scheme (EUSS)
• relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements

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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants Job contact : Name :   Diane Cothill Email :   [email protected]   Recruitment team : Email :   [email protected] 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: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here (https://civilservicecommission.independent.gov.uk/) to visit Civil Service Commission