Executive Assistant
His Majesty's Inspectorate of Constabulary and Fire & Rescue Services
Apply before 11:55 pm on Sunday 20th October 2024
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About the job
Job summary
HMICFRS independently assesses the effectiveness and efficiency of police forces and fire and rescue services – in the public interest. We promote improvements in policing and fire and rescue services to make everyone safer.
We are independent of the Government, police and fire and rescue services. We ask the questions that we believe the public wish to have answered and produce major reports that shine a light on issues at the very heart of policing and fire and rescue services.
Our reports are widely covered by the media and help inform the public of the performance of their local police forces and fire and rescue services. You can find out more about HMICFRS on our website and see some of our recent reports.
Working at HMICFRS gives you an opportunity to make a real difference to the quality of local police and fire and rescue services and the lives of the public.
HMICFRS is a unique organisation with staff seconded or loaned from across the Civil Service, police forces and fire and rescue services. We set ourselves high standards, taking great pride in the quality of work we achieve and the opportunities we create for our staff.
Find out more
If you would like to talk to someone about this role and what it’s like working for HMICFRS we would be pleased to hear from you. Please contact recruitment@hmicfrs.gov.uk and we can arrange for someone to contact you.
Job description
As Executive Assistant to His Majesty’s Inspectors, the Chief Operating Officer, and Portfolio Directors you will be responsible for supporting a busy and diverse senior leadership team, through managing their time and interactions across the directorate, across government and with external agencies within police and fire sectors.
This is a demanding, dynamic role which requires you to use your tact and diplomacy to provide a range of comprehensive support services. In return, through working with subject matter experts, you will gain the opportunity to learn in depth about the government and police and fire sectors.
This is a rewarding yet challenging role, that will suit individuals who have a keen interest in the mechanics and responsibilities of private office work or who have experience in an administrative or corporate support function.
The post holder must have the ability to organise themselves and others, have excellent written and oral communication skills and have a keen interest in the work HMICFRS conducts. You will be approachable and adaptable, utilising your judgement to make decisions about your own priorities and those of His Majesty’s Inspectors, the Chief Operating Officer, and Portfolio Directors.
You will conduct yourself in a professional manner when liaising with both internal and external stakeholders, developing a positive and communicative working relationship with all within the private office and wider directorate. You will be proactive in your approach and show willingness to provide a high-quality level of service to assist senior leaders in discharging their responsibilities efficiently and effectively.
Person specification
Responsibilities
- Provide efficient and effective support to HM Inspector of Constabulary and HM Inspector of Fire and Rescue Services, the Chief Operating Officer and the Portfolio Director in carrying out their duties.
- Manage the diary; arranging visits and meetings with both internal and external parties, including the preparation of meeting rooms and video and teleconferencing equipment when necessary.
- Commission briefings, letters, papers and speaking notes for meetings and events.
- Prepare and compile papers for routine meetings and visits, ensuring all correct papers are provided in advance of the commitments, in the required format.
- Make travel arrangements and book accommodation when necessary.
- Take minutes at meetings, prepare letters for signature.
- Provide a first point of contact to members of the public, answering enquiries and redirecting to colleagues where appropriate.
- Assist with the management of information and correspondence, and filing systems.
- Remaining aware of the confidential nature of the portfolio, acting with integrity, diplomacy and tact at all times.
- Work with colleagues across the organisation to ensure the provision of good quality, timely briefings and presentations.
- Work as part of a team to provide resilience during periods of annual leave and other absence, offering a coherent business support service.
- Act as a professional, courteous point of contact for the office and provide clear and helpful advice to people about the work of HMICFRS.
- Additional ad-hoc duties to support the running of the Office.
Essential criteria
- Highly organised, with excellent time management and planning skills, with the ability to prioritise and multi-task, and work effectively to tight deadlines, acting calm under pressure.
- Good stakeholder management skills, and the ability to build effective relationships with a variety of people at different levels within an organisation.
- Proficient at using Microsoft Office tools with excellent written and oral communication skills. Ability to adapt your style to suit different audiences and handle sensitive information with discretion.
- Ability to work proactively and flexibly, anticipating requirements in advance. Working with accuracy with great attention to detail.
- Ability to act with integrity, diplomacy and tact, displaying strong corporate behaviours to ensure a professional image of the office
Desirable criteria
- Experience working as a personal or executive assistant, or in corporate support.
- Experience of diary management and inbox support.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Delivering at Pace
- Communicating and Influencing
- Working Together
Benefits
- A Civil Service Pension
See civil service pensions website for more information www.civilservicepensionscheme.org.uk
A Civil Service pension with an average employer contribution of 28.97%
- Learning and Development tailored to your role
We are committed to investing in our staff and providing all staff with opportunities to maximize their skills and achieve their potential. We offer a range of work-based training, learning and development opportunities including access to coaching and mentoring, and five days volunteering per year.
- An environment with flexible working options
We promote flexible working that balances professional and personal commitments. We support virtual and smart working, making best use of our technology and building collaborative working models to help all staff to work from home and/or in the office in a ‘hybrid’ way.
- A culture encouraging inclusion and diversity
The diversity of our people is a real asset to HMICFRS. We are committed to creating a welcoming, inclusive workplace where all our people are able to bring their whole selves to work and perform at their best. We particularly welcome applications from candidates from ethnic minority groups and people with disabilities, as they are currently under-represented within this grade level.
Things you need to know
Selection process details
As part of the application process you will be asked to complete a Personal Statement (Max Word Limit 750).
Further details around what this will entail are listed on the application form.
Please note your Personal Statement should be aligned to the essential criteria.
The first stage of the sift will be carried out on your personal statement. If you do not meet the essential criteria, your application will not progress further. For those who do meet the essential criteria, their application may progress to the second stage of the sift process.
The second stage of sift will be based on the lead behaviour Managing a Quality Service.
If your application progresses to a full sift, all behaviours as listed on the advert will then be considered. Should you pass the sift stage you will be invited to an interview where you will be tested against the Success Profiles behaviours, strengths and experience based on the essential criteria stated in the advert.
In addition, candidates will be required to perform a test immediately prior to the interview. The test will assess your ability to respond to situations similar to those that will occur in post.
Candidates will be assessed in Location and Merit order preference.
Sift and Interview dates
Sifting – week commencing 21st October 2024
Interviews by Video link – week commencing 18th November 2024
We often have similar roles available at different grades. Should candidates be placed on a reserve list we may be able to offer a similar role or a lower grade role without the need for you to go through a further selection process.
Please be aware that this role can only be worked within the UK and not overseas.
Behavioural statements
You need to provide specific examples of when you have demonstrated particular skills or qualities for each of the five Civil Service behaviours listed. Your examples must also show how you meet the Essential criteria and skills listed in the job description.
We recommend that you use the Situation, Task, Action and Result (STAR) method to help make sure your examples are clear and highlight your skills and qualities. Each example should set out what you have done, how you completed the task and the results of this action to allow the panel to assess how you meet the required behaviours.
Please make sure you have provided sufficient information – it is not enough to submit a list of bullet points. Please refer to the Success Profiles (opens in a new window) to make sure you are familiar with what is required for each behaviour. You will not be expected to meet every single aspect of every behaviour, but must show a good range or depth for each behaviour to be successful at the sift stage.
Permanent:
New entrants into the Civil Service are expected to join on the minimum of the pay band.
Further information
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service 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 meaningful checks to be carried out, individuals need to have lived in the UK for a sufficient period of time to enable appropriate checks to be carried out and produce a result which provides the required level of assurance. You should normally have been resident in the United Kingdom for the last 3 years if the role requires CTC clearance, 5 years for SC clearance and 10 years for DV. A lack of UK residency in itself is not necessarily a bar to a security clearance and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.
For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting
Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter
A reserve list may be held for a period up to 12 months from which further appointment may be made.
If you are successful in this position and choose to accept the provisional offer for this role, you will be removed from all other Home Office reserve lists at the same grade.
Every day, Home Office civil servants do brilliant work to develop and deliver policies and services that affect the lives of people across the country and beyond. To do this effectively and fairly, the Home Office is committed to representing modern Britain in all its diversity, and creating a welcoming, inclusive workplace where all our people are able to bring their whole selves to work and perform at their best.
We are flexible, skilled, professional and diverse. We work to recruit and retain disabled staff and area Disability Confident Leader. We are proud to be one of the most ethnically diverse departments in the civil service. We are a Social Mobility Foundation top 75 employer.
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 had their employment continued. Any applicant's details held on the IFD will be refused employment.
For further information please see the attached notes for candidates which must be read before making an application.
Existing Civil Servants should note that some of the Home Office terms and conditions of employment have changed. It is the candidate’s responsibility to ensure they are aware of the Terms and Conditions they will adopt should they be successful in application and should refer to the notes for candidates for further details.
Transfer Terms: Voluntary.
If you are invited to an interview you will be required to bring a range of documentation for the purposes of establishing identity and to aid any pre-employment checks.
Please see the attached list of Home Office acceptable ID documents.
Any move to the Home Office from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk
Reasonable Adjustments
If a person with disabilities is at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.
If you need a change to be made so that you can make your application, you should:
- Contact Government Recruitment Service via HOrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs
- Complete the “Assistance Required” section in the “Additional Requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you're deaf, a language service professional
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the ‘Contact point for applicants’ section.
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 : Isabel Saunders
- Email : recruitment@hmicfrs.gov.uk
Recruitment team
- Email : HMICFRSRecruitment@homeoffice.gov.uk
Further information
principles, and wish to make a complaint, then you should contact in the first instance
HORecruitment.GRS@cabinetoffice.gov.uk. If you are not satisfied with the response that you receive, then you can contact the Civil Service Commission.
