Personal Assistant and Business Support (Range C)

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HMT

About the Group


Enterprise and Growth Unit
The Enterprise and Growth Unit works to promote sustainable economic growth and higher productivity – through private sector investment, enterprise, innovation and the cost-effective transition to a low-carbon economy.  We work with the Department for Business, Energy & Industrial Strategy, the Department for Environment, Food & Rural Affairs, the Department for Transport, the Department for International Trade, the Department for Digital, Culture, Media & Sport, and the Competition and Markets Authority to ensure that we are spending wisely to deliver these goals.

 

EGU welcomes, values, and includes people from all walks of life, and is a friendly, open, and supportive place to work. There is no one type of person or particular background we are looking for. We work in a flexible, cross-cutting way with many other teams across EGU and other groups across Treasury.

 

We are committed to work-life balance and flexible working.   If you are interested in a flexible working pattern, please feel free to discuss this with the line manager for this post.


About the Team


The Group Management Services (GMS) is a small friendly team which sits at the heart of the Group: its smooth functioning is essential to making sure the Group is provided with quality secretarial and business support to the Director and a team of seven Deputy Directors and their teams. 

 

The post is an essential part of the GMS team. It will involve extensive and often complex diary management.  There will be lots of scope for flexible working across the full range of GMS functions; opportunities to share your skills with the team plus getting involved in small projects, including corporate activities and many networks across the Treasury.

 

Key Accountabilities

 

This is an important role helping the Director organise a productive and friendly group. As personal assistant to the director the post-holder will be proactive, flexible and able to adapt to changing priorities at very short notice.  You will be highly organised and meticulous across all aspects of your work. You will possess excellent verbal and written communication skills and work collaboratively with our partners. Prior experience in a comparable role is important.


Key responsibilities:

 

Personal Assistant:


1. Diary management. Proactively manage and coordinate the diary using your professional judgement to line up meetings in the most well-organised way, resolve conflicts, negotiate and allocate time to their priorities.
2. Preparing documentation. Coordinate briefings, meeting papers and produce daily meeting packs to ensure the Director is provided with key information and papers in advance of all meetings.
3. Mailbox management using outlook. Develop an efficient system for mailbox management to highlight policy and corporate priorities and filter any irrelevant messages.  Actively monitor and deal swiftly with urgent enquiries and routine correspondence.
4. Manage the director’s priorities, anticipate problems, risks, issues and corporate tasks that the director will have to undertake and proactively make suggestions about the best way to take them forward.
5. Building Relationships. Develop and maintain relationships with key internal and external partners and the people in the group.
6. Travel arrangements – coordinate travel and accommodation when needed, administrating the Director's line management duties, such as expenses and leave approval.

 

For the Business Support element:

 

7. Provide effective and proactive support to the wider group as a member of the GMS and in line with the GMS service level agreement. Tasks may include ad-hoc project support as directed by the line manager; organising meetings/events, booking meeting rooms and assisting with recruitment etc.

 

Candidates will be interviewed against the following criteria
Behaviours:
Seeing the big picture
Making effective decisions
Working together
Delivering at pace
 
Strengths
Experience

Sift Criteria


Candidates – Please note, you will be asked to give evidence in your application of how you meet these criteria.

 

Required Behaviours, Experience and Technical Skills:


1. Experience of working as a PA with complex diary management.
2. Behaviour: demonstrate excellent interpersonal skills with the ability to draft documents and being able to express information and ideas clearly.
3. Behaviour: Ability to work independently and manage a busy workload to deliver changing deadlines and priorities.


The lead criteria is:  1. Experience of working as a PA with complex diary management.
If we receive a large number of applications, applications will be assessed against this criteria alone first. They will then be assessed against the other criteria if they have met the minimum score on the lead criteria.

 


Complaints Procedure
Our recruitment process is underpinned by the principle of recruitment based on fair and open competition with decisions made on the basis of merit, as outlined in the Civil Service Commissioners’ Recruitment Principles. If you feel your application has not been treated in accordance with these principles and you wish to make a complaint, you should in the first instance contact HMT by email: hrrecruitment@hmtreasury.gov.uk
If you are not satisfied with the response you receive, you can contact the Civil Service Commission, which regulates all Civil Service recruitment.

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