UKDSE Assistant Private Secretary and Diary Manager to Director
Department for Business and Trade
Apply before 11:55 pm on Sunday 10th November 2024
Details
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Salary
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Type of role
International Trade
Secretarial
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Contents
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About the job
Job summary
We are recruiting for an Assistant Private Secretary for the Director of UK Defence & Security Exports in the Department for Business & Trade. Our aim is to promote British trade and investment across the world which is vital for the prosperity of the UK. The Department for Business and Trade brings together policy, promotion, and financial expertise to break down barriers to trade and investment in markets across the world to help businesses succeed. This is a great opportunity to be part of an international team that contributes to the success of the UK's trade goals.
UK Defence & Security Exports (UKDSE) is responsible for working with the UK’s defence and security sector to achieve export success and drive inward investment. The team works closely across Whitehall to deliver strong and coherent government support to industry. The UK is a leading defence and security exporter and building on our existing prominence in world markets is a priority for this government.
We are looking for an Assistant Private Secretary to work in an exciting fast paced role looking after the Director’s diary, expenses, briefings and travel while also be willing to take on any other tasks to support the Director and Private Office.
Job description
As Assistant Private Secretary you will play a pivotal role in the running of the Director’s office, ensuring the Director makes effective decisions by:
- Understanding, articulating and helping to drive forward the Director’s priorities; by providing high quality advice backed up by accurate and perceptive insights.
- Managing the Director’s inbox with regards to meeting requests; reviewing emails to identify priorities and actioning requests that come in, escalation and commissioning briefing on key issues and prioritising incoming mail to ensure key deadlines are adhered to.
- Making national and international travel and accommodation bookings that adhere to departmental policies, take account of value for money and keeping account of financial spend from trips taken and file expenses.
- Forward planning to ensure all briefing and papers are closely managed, identifying and commissioning information/briefings as required.
- Ensuring efficient and effective use of the Director’s time, responding to last minute changes and accommodating unexpected, urgent requests.
- Providing administrative support to the Director, including stationery orders, team meeting arrangements, payment of invoices and other reasonable duties as required.
- Building, developing and maintaining relationships with Private Offices within the Department and across Whitehall, as well as engage with Senior officials and stakeholders confidently.
- Undertaking specific projects and research and analysis on behalf of the Director, including presenting findings in papers, reports and PowerPoint presentations.
Person specification
Skills and experience
Essential criteria
- Previous diary management experience
- Experience of working in a Private Office with a Senior Official or Minister
- Strong organisational skills and the ability to track and manage multiple competing priorities, with attention to detail
- Excellent oral and written communication skills, with the ability to convey complicated issues in a succinct manner, and to tailor your approach to different situations
- Good judgment and awareness, with the ability to weigh up information and ensure effective decision making
- Proven ability to build and maintain good working relationships with colleagues and stakeholders
- A proactive attitude with experience of working both independently and as part of a team to deliver on priorities
- Candidate will be required to travel and work in the London office 60% (3 days) a week
Desirable criteria
- Knowledge of UK Defence and Security Exports
Personal attributes & skills
- Strong IT skills, particularly MS Teams, Outlook, Word, and Excel
- The ability to prioritise a broad range of competing priorities in a fast moving and complex environment. Handling challenging and demanding tasks whilst remaining calm under pressure
- Be a ‘Team Player’ within the Business Support Team, working collaboratively, effectively, and flexibly with the Directors Office and other Diary Managers
- Good communication skills, and able to engage professionally with stakeholders at all levels. Take time to consider the best communication channel to use for your audience, including making the best of digital resources
- You will be a consistent learner who is proactive about enhancing and expanding skill sets
Behaviours
We'll assess you against these behaviours during the selection process:
- Seeing the Big Picture
- Making Effective Decisions
- Communicating and Influencing
- Delivering at Pace
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
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 ethnic minorities, people with a disability, and people with gender diverse identities.
Please refer to the attached candidate pack for further information on our benefits.
Things you need to know
Selection process details
Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
Please ensure that you check your emails regularly as all updates from us will be sent to you this way.
To apply for this post, you will be asked to complete the following as part of the online application:
- A CV setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the Essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
- A Personal Statement 500 words, explaining how you consider your personal skills, qualities and experience provide evidence of your suitability for the role in reference to the Essential criteria.
It is likely that the sift will take place 1-2 weeks after the closing date and interviews 3-5 weeks after the closing date though this is subject to change.
In the event of a large number of applicants, an initial short sift will be conducted on the Personal Statement
Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
Reasonable Adjustments
We are committed to supporting candidates so they can perform at their best throughout the recruitment process. This includes making reasonable adjustments to our process. In order to request an adjustment:
Complete the ‘Assistance required’ section on the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process.
Alternatively contact the Government Recruitment Service at DBTrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Candidate Support
You may want to join a virtual Candidate Support Session. These sessions include helpful tips and advice on the recruitment process, from application to interview.
Please see attached Candidate Pack for further information on: Diversity and Inclusion; Benefits; Learning and Development; Working Patterns and what we deliver as a department.
Further Information:
- A reserve list may be held for a period of 12 months from which further appointments can be made. Reserve Lists will be for each location and appointments made in merit order based on location preferences.
- Any move to the Department for Business and Trade from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.
- The Department will not consider sponsoring a visa or issuing a Certificate of Sponsorship. We are unable to offer advice on any Visa and Immigration cases.
- New entrants are expected to join on the minimum of the pay band.
- 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. Any applicant who has details held on the IFD will be refused employment.
- A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.
- Terms and Conditions are attached. Please take time to read the document to determine how these may affect you.
- Please note – the successful candidate will be expected to remain in post for a minimum of 18 months before being released for another role.
- This role may be considered as a secondment opportunity. Please reach out to the hiring manager listed at the bottom of this advert to discuss.
- Candidates that do not quite meet the standard for this role may be offered a position at a lower grade.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service /Disclosure Scotland/Access NI on your behalf.
However, we recognise in exceptional circumstances 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 Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.
For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email Info@disclosurescotland.co.uk
For further information on the Access NI confidential checking service telephone: the Access NI Helpline on 0300 200 7888 and ask to speak to the operations manager in confidence, or email accessni@ani.x.gsi.gov.uk
Vetting
The requirement for SC clearance is to have been present in the UK for at least 3 of the last 5-years. Failure to meet the residency requirements will result in your security clearance application being rejected.
For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Sadia Dorsani
- Email : sadia.dorsani@businessandtrade.gov.uk
Recruitment team
- Email : dbtrecruitment.grs@cabinetoffice.gov.uk
Further information
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 DBT by email: Resourcing@businessandtrade.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.
For further information on bringing a complaint to the Civil Service Commission please visit their web pages: Click here to visit Civil Service Commission/Complaints
