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Diary Secretary to The Chief Executive Officer

3 months ago

Newport, United Kingdom Intellectual Property Office Full time

Details
Reference number
265644
Salary
£23,097
Job grade
Administrative Officer
A3
Contract type
Permanent
Business area
IPO - Strategy Directorate (SD)
Type of role
Administration / Corporate Support
Working pattern
Flexible working, Full-time
Number of jobs available
1
Contents
Location
About the job

**Benefits**:
Things you need to know
Location
Newport, NP10 8QQ
About the job
Job summary

The Intellectual Property Office (IPO) is an executive agency of the Department for Business Energy and Industrial Strategy (BEIS). The IPO is accountable for both the operational and policy aspects of intellectual property (IP) rights including patents, trade marks, designs, copyright and tribunal functions. It also educates innovators and consumers about IP rights and responsibilities and supports the enforcement of IP rights.

The IPO’s mission is to ensure that the full potential of ideas, knowledge and creativity is realised for the benefit of the UK economy and society. We promote innovation by providing a clear, accessible, and widely understood IP system.

We have recently reviewed how we are structured and how we work across the IPO. As a result, we have created a new Strategy Directorate which will propose and coordinate clear office-wide strategic direction to ensure progress towards our Corporate priorities and alignment with wider Government initiatives.

The Diary Secretary is based within the Chief Executive Office; a small but extremely busy team. The role reports to the CEO’s Executive Assistant and has close, daily contact with the CEO, Directors, Senior managers and Secretariat Team. This role offers a unique opportunity to learn the infrastructure of the IPO, network and build relationships with internal and external stakeholders, including Ministers’ offices and gain insight into the wider work across the Civil Service. This is an exciting opportunity for a highly motivated, organised self-starter to provide support to the CEO.

Working location

This role will be carried out in-line with IPO Hybrid working arrangements where staff are currently expected to attend the office 1 day per week, or equivalent if part-time, on-site at our Newport office.

Job description

Responsibility for ensuring the CEO’s diary is updated and maintained on a daily basis accurately reflecting his commitments.
Arranging meetings, collating materials, briefing papers etc including uploading papers for meetings onto Diligent (electronic meeting papers system).
Answer and prioritise incoming mail and telephone calls
Deal with queries as they arise
Organise travel arrangements
Assisting with the administration of Ministerial Correspondence using Sharepoint, ensuring cases are sent to the correct Team and responses are returned to BEIS (our parent Department) within deadlines.
Assist in the administration of the Senior Leadership Group and Leading Managers Group meetings ensuring that membership is accurate, appointments have been sent out etc.
Assist in the administration and organising of the IPOCorporate mailbox.
Assist in dealing with correspondence received and sent by the CEO
Assist the Secretariat Team in the administration of for example, booking travel for Committee members, room set up for Committee meetings and general admin.
Person specification
Please refer to job description
Behaviours

We'll assess you against these behaviours during the selection process:
Managing a Quality Service
Making Effective Decisions
Delivering at Pace

Managing a Quality Service

**Benefits**:
**Benefits of working with the wider IPO**:
A very generous pension scheme with 26.6% employer contributions. Further information can be found around the benefits of joining the Civil Service can be found via the Civil Service Pension Scheme page;
25 days annual leave moving to 30 days in annual increments (1 day per year) over 5 years of reckonable service. You will also get 8 days public leave and 1 day privilege leave;
The opportunity to form part of our many inclusive network groups, find out by looking at Disability Jobs, BME Jobs and LGBT Jobs
A variety of support functions including our excellent Staff Counselling Service which is a source of support for all staff at the IPO
A flexible working scheme which has no core hours and excellent opportunities for home, part-time and term-time working;
Eligibility for special and office-wide bonus payments
Excellent development opportunities;
Opportunities for secondments, both internal and external;
Opportunities to join many civil-service clubs such as the Sports and Social Association, Motoring Club (CSMA), which provide numerous discounts to members

When working at Concept House, Newport the following benefits are also available:
Free car parking is available on site;
On-site facilities including gymnasium, shop, restaurant

Things you need to know
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.
Additiona