Personal Assistant

Location
London. Leeds, Birmingham
Salary
London salary £29,965 , National salary £26,126
Posted
26 Mar 2021
Closes
26 Apr 2021
Contract Type
Permanent

 

About the job Summary

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including Black, Asian and Minority Ethnic (BAME) people, people with a disability, and people with gender diverse identities.

Do you have excellent interpersonal skills?

Are you someone that can manage their time effectively to meet delivery deadlines?

Would you like the opportunity to broaden your skills and develop in your career?

We are seeking a motivated individual to join our dynamic and diverse team, if this sounds like you then please apply! We can’t wait to hear from you!

Job description

The role sits at the heart of the Department for Transport’s (DfT) analysis community, supporting the Chief Analyst who leads the Analysis & Science directorate of a 100 staff and has overall accountability for all analysis produced by the Department. This PA position plays a vital role ensuring her working day runs smoothly and effectively.
It is a fast-paced and high-profile role that involves close contact with senior members of staff and exposure to decision-making and leadership at the top of DfT and within the government analytical community.

Core responsibilities will include inbox management, undertaking administrative tasks such as arranging meetings, travel and conference bookings and processing expense claims. You will also need to cover the tasks of team colleagues at times, e.g. recruitment support and processing payments.
 

Responsibilities

Responsibilities but not limited to

- Managing the Chief Analyst’s diary, showing confidence in handling diary clashes and conflicts effectively, and exercise sound judgement in prioritising appointments

- Ensuring the Chief Analyst, and any stand-ins, have the right papers and briefing ahead of meetings

- Working closely with other Personal Assistants, Group Administrators and Business Managers to build influential relationships with a wide range of internal stakeholders

- Assisting team colleagues in the Chief Analyst’s Office to deliver core functions as required

- Monitoring the Chief Analyst’s inbox, bringing urgent items to the attention of your line manager

For a more detailed description on the role and responsibilities, please see the attached role profile

About you

You are someone that has superb interpersonal skills, being able to effectively communicate clear messages to others and tailoring your communication style to suit your audience.

You can manage multiple workstreams and be able to prioritise your work, ensuring delivery deadlines are met.

You thrive in a lively working environment and enjoy working autonomously. You can also join up with your colleagues when needed to build strong working relationships.

Additional information

We are following current government guidelines and working remotely, if successful you will be provided with IT equipment to carry out your duties remotely. Once we are able to return to office, you will be provided with full notice.

Once usual service resumes there will be some travel involved, this will include attending meetings with colleagues in London 1-2 times a month which may include overnight stays.

Behaviours

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

  • Managing a Quality Service
  • Making Effective Decisions
  • Seeing the Big Picture
  • Communicating and Influencing

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.

Things you need to know Security

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, Ability 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.

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

The sift is due to take place from the 9th to the 12th of April 2021.

Interviews are likely to be held w/c 26h of April 2021.

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

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

After submission of the first stage of your application you will be invited to complete a Civil Service Verbal test. If you successfully pass the test, you will be invited to complete the final stage of the application.
Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests is 23:55 on 8th April 2021. If you fail to complete the online test before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

Please note You may be asked to attend a second stage interview

How to apply

As part of your application please submit a Personal Statement outlining the following:

- Your experience supporting executive level managers, including diary management, communicating effectively with a broad range of people, good attention to detail and ability to work effectively under pressure.

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 visit our Careers website.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section

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 DRGComms@dft.gov.uk 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 UK
  • 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 :   Hiba Hamdoun Email :   hiba.hamdoun@dft.gov.uk   Recruitment team : Email :   dftrecruitment.grs@cabinetoffice.gov.uk 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: dftrecruitment.grs@cabinetoffice.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website at https://civilservicecommission.independent.gov.uk

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