Personal Assistant

2 months ago

Bristol, United Kingdom Driver and Vehicle Standards Agency Full time

Job summary

Are you an excellent communicator with the ability to liaise with a variety of stakeholders?

Do you work well under pressure responding to conflicting priorities?

Do you have the flexibility to travel frequently?

If so, we would like to hear from you

Job description

The Personal Assistant to the Traffic Commissioners will deliver a high quality professional secretarial service for two Traffic Commissioners (TCs).

The Traffic Commissioners (TC) have responsibility for the licensing and regulation of GB based operators of heavy and light goods vehicles involved in international transport, buses, and coaches (public service vehicles) and of those who drive them, the registration of local bus services, adjudication of appeals against the impounding of vehicles operated without a valid operator�s license and other functions.

The role involves closely working with Traffic Commissioners and Senior Leaders within DVSA, DfT and its agencies, other Government Departments, and external suppliers.

It is a demanding, varied, and interesting role and requires someone who is flexible and responsive. They must possess integrity and understand the need for, and exercise discretion and confidentiality.

Responsibilities include but are not limited to:�

Pro-active management of Traffic Commissioners emails, responding to requests, escalating issues, prioritising work, cascading information, and tracking deadlines. Flagging of urgent and priority items and bringing these to their attention.Pro-active management of Traffic Commissioner�s diary engaging with internal and external stakeholders. Ensuring that reminder for actions and responses, to enable management of priorities and clashes are highlighted and diaries are kept up to date.Identifying and monitoring actions ensuring updates are sought and documented prior to meetings or as required.Arranging regular and ad hoc meetings using relevant IT systems to reduce travel and time commitments.File management, setting up and maintaining folders on shared drives, and organising access to files and folders held elsewhere.Dealing with post, phone calls and e-mails promptly; sending/giving appropriate replies as needed, identifying what can be delegated and forwarding to relevant member of staff. Track all important correspondence and bring to the attention of the managers where a reply is outstanding and becoming urgent.Covering other Personal Assistants within the team as required during periods of absence.Preparing agendas, attend meetings and take notes or minutes where required within agreed timescales. Ensure all minutes, papers and correspondence are available for meetings within agreed deadlines.Ensuring good relations and communications with all members of the team and responding politely and in a timely fashion to internal and external customers.

Please see the attached to this job advert for more information about the role and responsibilities.

Person specification

About You

To be successful in this role, you will be an excellent communicator (verbally and in writing) and will have the ability to work with a variety of stakeholders.

You will have the ability to draft documents letters, minutes and reports accurately and concisely.

You will be highly organised and will have the ability to work within restrictive timeframes.

You will be flexible in your work approach and will be able to travel regularly to meet the requirements of the business.

You will be self-motivated and will have the initiative to prioritise and adapt workloads to meet the needs of your stakeholders.

You will be proficient in using MS Office products including Word, Outlook and Excel.

Additional Information

This role can be based in or Eastbourne, your presence at one of these locations will form part of the working arrangements agreed with you. We operate a hybrid working model giving you greater flexibility about where and when you work. Our expectation is that you will spend a minimum 60% of your time at your base location. Visits to other DVSA sites or work locations count towards this.

Please note, due to the nature of the role candidates must expect travel between Bristol and Eastbourne on a regular basis. This could also include travel to other UK offices with overnight stays, as per business requirements.

Whilst we accept applications for those looking for part time work, please note, that there will be a business requirement for successful candidates to work a minimum of 30 hours per week.

Please take note that DVSA does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

About Us

The Driver and Vehicle Standards Agency (DVSA) helps keep Britain moving, safely and sustainably.

We do this by helping people through a lifetime of safe and sustainable journeys, helping them keep their vehicles safe to drive, and protecting them from unsafe drivers and vehicles.

We�re working hard to:

make roads safer.improve services for our customers.make road transport greener and healthier.harness the potential of technology and data.grow and level up the economy.

To find out more about how we champion diversity and inclusion in the workplace and making DVSA a great place to work .�

Behaviours

We'll assess you against these behaviours during the selection process:

Making Effective DecisionsCommunicating and InfluencingDelivering at PaceWorking TogetherManaging a Quality Service

Benefits

Alongside your salary of �28,119, Driver and Vehicle Standards Agency contributes �8,146 towards you being a member of the Civil Service Defined Benefit Pension scheme. An environment with flexible working options where we encourage a great work-life balanceGenerous Annual Leave - 25 days holiday, increasing by 1 each year of service, up to 308 Bank Holidays plus an additional Privilege Day to mark the King�s birthdayLatest IT and Tech devicesA culture encouraging inclusion and diversity with a range of staff communities to support all our colleaguesExcellent learning and development tailored to your role including paid apprenticeships up to Masters levelWide range of discounts schemes on high street namesEmployee assistance program for health and wellbeingCycle to work scheme and Gym membership offersFor more information see

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