Personal Assistant to Director
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.
Salary: £26,126 (National) & £29,965 (London)
Are you someone who is highly organised, flexible and has a forward-thinking approach?
Do you enjoy working with a range of senior and diverse stakeholders to deliver deadlines and high-profile tasks?
Would you like the opportunity to work in a dynamic and exciting environment where you can be stretched to reach your full potential?
If so, we have a fantastic opportunity to support our Rail Infrastructure North Director, and we would love to hear from you.
The Rail Infrastructure North Directorate of the Rail Infrastructure Group is looking for an enthusiastic self-starter to be the Personal Assistant to the Director. The successful candidate will also have an opportunity to undertake some business support. The job offers a wide variety of work and a good opportunity for developing skills in an infrastructure project environment.
You will be organised with good attention to detail, strong communication skills, and enjoy working both with others and independently. This is a stretching role with excellent opportunities for someone who is interested in developing their career further.
The major part of the role is to be the Personal Assistant to the Director, with the following responsibilities:
• Managing the Director’s diary and inbox - being proactive and reactive to complex changing events, anticipating actions and planning accordingly in line with priorities and work styles.
• Interface with officials within the Group and throughout DfT, being alert to key issues, commissioning briefing and reports, setting deadlines and chasing responses.
• Engagement with internal and external stakeholders to build and maintain strong relationships to deal with diary issues effectively.
• Preparation for attendance at forthcoming committees and Board meetings, ensuring papers and briefing materials are received from lead officials
• Arranging and booking the most effective means of transport and accommodation for visits and events, managing logistics and ensuring value for money
• Monitoring and responding to correspondence issues, drafting replies to routine queries, taking the initiative to commission contributions from the business on those that require an expert response.
You have strong interpersonal skills to engage effectively with a range of colleagues and stakeholders to build trusted relationships. You have excellent written communication skills and a good attention to detail.
You are exceptionally organised with excellent time management skills and the ability to prioritise a busy workload and work under pressure. You proactively forward to plan and track ongoing work, ensuring the delivery of high-quality outcomes.
You are self-motivated and team player and demonstrate a flexible working approach, adapting positively to changing priorities. You have proven experience of using of Microsoft Office software, especially Outlook, Word and Excel.
You demonstrate a high degree of trust and discretion towards sensitive information/data, maintaining confidentiality at all times.
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Working Together
- Delivering at Pace
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 more about what it's like working at the Department for Transport.
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 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.
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.
How to Apply
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 (CV and Personal Statement).
Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests and application is 23:55 on 19th October 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.
Your full application (including Civil Service Verbal Test, a CV and Personal Statement) will need to be submitted by the closing date of 19th October 2021.
When considering your experience, please tailor your CV/Personal Statement to provide evidence of the below:
• Your experience in administrative and PA support or similar
• Your proficiency using Microsoft Office packages.
• Your experience of working with large teams/organisations
The sift is due to take place from 22nd October.
Interviews/assessments are likely to be held from week commencing 15th November 2021.
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.
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.
Please see attached candidate notes for further information about our recruitment process.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
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.
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 settled or pre-settled status or who apply for either status by the deadline of 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
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 : DFTRailRecruitment Email : DFTRailRecruitment@dft.gov.uk Recruitment team : Email : email@example.com 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: firstname.lastname@example.org 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