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Personal Assistant and GMS Support

1 month ago

Durham, United Kingdom HM TREASURY-1 Full time

Do you have experience of providing high-quality Personal Assistant support to senior officials in a fast-paced environment? If so, we’d love to hear from you  


Take the next step in your career now, scroll down to read the full role description and make your application.

About the Team

The Financial Service (FS) Group Management Services (GMS) is a large team, comprising of 7 people that sits at the heart of the Group. FS is a lively and exciting Group to work in. The primary function of the GMS is to ensure that the Group is provided with excellent administrative/business support; and that the Group Management Team (2 Directors’ and 10 Deputy Directors) receive first class PA support. The collaborative nature of the GMS team means that new insights are always encouraged and there are lots of opportunities to develop and re-shape processes that benefit the wider team.

About the Job

Excellent PA support is critical for our Directors’ and Deputy Directors (DDs) to improve their impact in the group, the department and with external partners. The main responsibilities of this role will include:

  • Proactively manage diaries to prioritise the most meaningful meetings.
  • Use professional judgement to line up meetings in the most efficient order, at times without referral to the Director/Deputy Director.
  • Identify and resolve clashes before they happen.
  • Deal with any travel and accommodation bookings, visa or other logistics and post-travel expenses.
  • Managing upward to delegate meetings to other members of the group where this is appropriate.
  • Proactively handle email and phone calls to prioritise the most important and/or urgent messages and draw attention to them.
  • Exercise professional judgement to filter out irrelevant messages, and forward on/delegate messages to other members of the team/group where this is appropriate.
  • Ensure that the Directors’/Deputy Directors’ Have a clear understanding of their agenda for the day and are equipped with the relevant papers and briefed where and when they need to arrive for each of their appointments.
  • Intervene in meetings where appropriate to pull the Directors’/Deputy Director out and keep their day on track.
  • Take the initiative to develop and maintain relationships with the Directors’/Deputy Director’s key internal and external partners and the people in their team, gaining an overview of the group’s work and priorities, so that PA responsibilities can be carried out with minimal oversight and decisions can be made in the Deputy Director’s absence as necessary.
  • Anticipate problems, risks, issues or tasks that the Directors’/Deputy Director will have to deal with (e.g., capturing feedback and doing appraisal meetings in the spring/autumn) and proactively make suggestions about the best way to coordinate them

Does this sound like you?

About You

The successful candidate will have previous PA experience at a senior level. You’ll have excellent organisational skills and the ability to work independently, handling a busy workload. 

You’ll be confident dealing with a range of senior stakeholders and have the ability to exercise judgement and respond to issues and situations changing at short notice.

Some of the Benefits our people love

  • 25 days annual leave (rising to 30 after 5 years), plus 8 public holidays and the King’s birthday (unless you have a legacy arrangement as an existing Civil Servant). Additionally, we operate flexitime systems, allowing employees to take up to an additional 2 days off each month
  • Flexible working patterns (part-time, job-share, condensed hours)
  • Generous parental and adoption leave packages
  • Access to a generous Defined Benefit pension scheme with employer contributions of 28%
  • Access to a cycle-to-work salary sacrifice scheme and season ticket advances
  • A range of active staff networks, based around interests (e.g. analysts, music society, sports and social club) and diversity

For more information about the role and how to apply, please follow the apply link.

If you need any reasonable adjustments to take part in the selection process, please tell us about this in your online application form, or speak to the recruitment team at hrrecruitment@hmtreasury.gov.uk