Executive Assistant
Executive Assistant
Department for Business, Energy & Industrial Strategy
London, England
Job ID : 6646715132535243513450576e564e4b4a773d3d
Job Description :
Details
Reference number
Salary
Job grade
Contract type
Business area
Type of role
Secretarial
Working pattern
Number of jobs available
Contents
Location
About the job
Benefits
Things you need to know
Apply and further information
Location
About the job
Job summary
Our Mission
At BEIS, we are leading the UK’s recovery from coronavirus and are building a stronger, greener country. Our varied work makes a real difference to people across the UK and internationally. This is a fantastic opportunity to become part of the BEIS team and our exciting mission!
We lead on the UK’s commitments to tackle climate change and drive green economic growth. We support businesses to create jobs and increase opportunity in regions across the UK. We also encourage investment and innovation to make the UK a science superpower producing research that will improve lives.
Our Inclusive Environment
We are building an inclusive culture to make BEIS a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions.
We offer first-class flexible working benefits, excellent employee well-being support and a great pension. We are fortunate to have a range of excellent staff networks and are proud to be a Disability Confident Leader employer. We will support talented people from all backgrounds to build a career and thrive.
We actively welcome applications from anyone who shares our commitment to inclusion. We will fully support candidates with a disability or long-term condition who require adjustments in our recruitment process.
Job description
The role and our team
The Permanent Secretaries’ Office is looking for an Executive Assistant to support the Permanent Secretary and the Second Permanent Secretary. The successful applicant will join a fun and supportive private office team, supporting the Permanent Secretaries to deliver effectively across a wide range of priorities in the department. It is an excellent place to gain an insight into the workings of a large Whitehall department tackling many of the major issues facing the UK.
This position sits within the Policy, Strategy and Private Office Directorate (PSPO) in BEIS. We are committed to being an inclusive employer with a diverse and representative workforce at all levels. We encourage applications from people from the widest possible diversity of backgrounds, cultures and experiences. We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates and those with other protected characteristics. Appointments are made on merit on the basis of fair and open competition.
This role attracts an 18% Private Office uplift, recognising the additional demands of the role, including working beyond usual core hours.
This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.
Person specification
Key responsibilities
The Executive Assistant is a vital role for the team and is responsible for (working closely with the rest of the Private Office team): coordinating the Permanent Secretary’s diary arrangements and logistics for meetings, providing business management support and managing the physical office and office processes that help deliver on the Permanent Secretary’s priorities. The role also has some Assistant Private Secretary responsibilities and will provide duty cover alongside the rest of the team. This includes:
- Overall responsibility for the diaries and effectively managing the many demands on the Permanent Secretaries’ time including liaising with offices and policy teams across BEIS, Government and externally to schedule meetings;
- Booking and overseeing travel arrangements, escorting visitors, printing, arranging catering, updating the Permanent Secretaries’ OneNote and providing daily support to the Private Secretary team with meetings;
- Coordinating the department’s work on Honours and leading on transparency, ACOBA and Freedom of Information requests;
- Providing support to the team for office management;
- Ensuring the office manual is kept up to date on One Note;
- Management of the shared Outlook inboxes, and sifting emails to the relevant team members;
- Managing the team duty rota;
- Covering the Business Manager and Corporate Private Secretary when required.
Skills and experience
We would love to hear from you if you have:
- Excellent organisational skills;
- Excellent communication and relationship-building skills;
- Confidence working in a fast-paced environment;
- Ability to work proactively and reactively to ensure the diary and office are managed effectively;
- Prior diary management, Executive Assistant or private office experience (desirable but not necessary).
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Delivering at Pace
- Working Together
Benefits
BEIS offers a competitive mix of benefits including:
A culture of flexible working, such as job sharing, homeworking and compressed hours.
Automatic enrolment into the Civil Service Pension Scheme.
A minimum of 25 days of paid annual leave, increasing by 1 day per year up to a maximum of 30.
An extensive range of learning & professional development opportunities, which all staff are actively encouraged to pursue.
Access to a range of retail, travel and lifestyle employee discounts.
A hybrid office/home based working model where staff will spend a norm of 40-60% of their time in the office (minimum of 40%) over a month with flex dependent on balancing business and individual need (from September 2021, depending on how the public health guidance evolves).
Things you need to know
Selection process details
As part of the application process you will be asked to complete a CV. Further details around what this will entail are listed on the application form.
Please note - the CV incorporated into the application form is for information purposes only and will not be scored.
Applications will be sifted on behavioural statements.
In the event of a large number of applicants, applications will be sifted on the lead behaviour statement (Managing a Quality Service).
Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.
The interview will consist of behaviour and strength-based questions.
Expected Timeline subject to change
Sift dates: w/c 20th February 2023
Interview dates: w/c 27th February 2023
Interview Location: MS Teams.
Candidates are asked to note the above timetable, exercising flexibility through the recruitment and selection process.
Further Information
Reasonable Adjustment
If a disabled person is put 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 beisrecruitment.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.
We are proud to be a disability confident leader, more information about the Disability Confident Scheme (DCS) and some examples of adjustments that BEIS offers to disabled candidates and candidates with long-term health conditions during our recruitment process can be found in our candidate guidance document. A plain text version of the guidance is also available.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
If successful and transferring from another Government Department a criminal record check may be carried out.
New entrants are expected to join on the minimum of the pay band.
A location based reserve list of successful candidates will be kept for 12 months. Should another role become available within that period you may be offered this position.
Please note terms and conditions are attached. Please take time to read the document to determine how these may affect you.
Any move to Department for Business, Energy and Industrial Strategy 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 https://www.childcarechoices.gov.uk
BEIS does not normally offer full home working (i.e. working at home); but we do offer a variety of flexible working options (including occasionally working from home).
BEIS cannot offer Visa sponsorship to candidates through this campaign. BEIS holds a Visa sponsorship licence but this can only be used for certain roles and this campaign does not qualify.
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.
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.
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.
BEIS wants to be accessible for all, and this includes offering assistance to attend interviews. The offer is targeted toward those from a lower socio-economic background, or who struggle to cover the cost of attending an interview. Please see the attached guidance document at the bottom of this Civil Service Jobs advert. Embedded in the document on page 5, are 2 documents that must be completed and returned to the email addresses listed on the forms to claim an expenses payment. If you have any issues accessing these documents please contact us at beisrecruitment.grs@cabinetoffice.gov.uk
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
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 settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- 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
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).
Apply and further information
Contact point for applicants
Job contact :
Recruitment team :
Further information
Company Details :
Name : Department for Business, Energy & Industrial Strategy
CEO : Sarah Munby
Headquarter : London, United Kingdom
Revenue : Unknown / Non-Applicable
Size : 1001 to 5000 Employees
Type : Government
Primary Industry : National Services & Agencies
Sector Name : Government & Public Administration
Year Founded : 2016
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Details
: London, England
: 34410 - 37260 GBP ANNUAL
: 4 days ago
