Personal Assistant to Deputy Directors

7 months ago


Newcastle upon Tyne, United Kingdom Department for Environment, Food and Rural Affairs Full time

**Details**:
**Reference number**:

- 337676**Salary**:

- £27,470- National: £27,470 - £28,606; London: £30,827 - £32,074, For details of our pay on appointment policy, please see below under the heading ‘Salary’.- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent
- Apprenticeship**Business area**:

- DEFRA - ERM - Environment Quality - Chemicals, Pesticides and Hazardous Waste**Type of role**:

- Administration / Corporate Support
- Operational Delivery**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Bristol, London, Newcastle-upon-Tyne, YorkAbout the job

**Job summary**:
In the Defra group, we deal with a vast range of issues that profoundly impact on people’s lives. We are responsible for England’s environment, our countryside and rural economy, the food and farming sectors and have lead responsibility for protection from a wide range of natural threats and hazards. Your role will be critically important to achieving our vision of ‘creating a great place for living’.

This role sits within the Chemicals, Pesticides and Hazardous Waste (CPHW) team and is working directly with the two joint Deputy Directors that manage the division.

CPHW’s work is to ensure the safe and effective use of chemicals and pesticides throughout their lifecycle, for society, the economy and the environment.

**Job description**:
**Diary Management**
- Manage diaries and inboxes for 2 x Deputy Directors
- Proactively resolve clashes & reschedule where necessary and as appropriate
- Maintaining a schedule of team 1:1’s & ‘Keep-in-Touch’ meetings internally with the wider Environmental Quality (EQ) Team Leaders and externally with counterparts in Other Government Departments (OGDs)
- Find appropriate cover where necessary
- Coordinating team leader annual leave and cover schedules
- Flag last minute changes/urgent requests
- Respond on behalf on certain delegated issues

**Meeting Coordination**
- Schedule internal & external meetings
- Arranging internal & external venue booking Inc. hospitality and technical equipment, setting up video or telecon facilities and booking in and collecting guests from Reception
- Organizing pre-briefs for important meetings, coordination of briefing packs, departmental lines to take to external meetings and preparation of speeches or presentations & slides
- Collating meeting papers and taking notes at meetings
- IT Support for the team for conferences and large-scale meetings. - Microsoft Teams
- Coordinating advice on invitations and - conferences, events, awards, speaking opportunities etc
- Arranging visits, (to other EQ offices, site visits etc.) including travel & accommodation bookings and preparing itineraries
- Re-directing clearance requests in Deputy Director’s absence
- Communication support issuing correspondence & communications on behalf of the Deputy Directors and reporting activity

**Supporting PMO Team**
- Submitting Deputy Director Expenses
- Processing HR/Expenses requests from direct reports via SOP
- Support in Delivering CPHW’s HR and People Plan

This is not an exhaustive list and the post holder need to be flexible and adapt their responsibilities to meet business demands. In return we can offer a variety of on the job learning and shadowing opportunities as well as access to training courses and events to help develop their career as well as their contribution to the Division.

**Person specification**:

- Evidence that you can plan and prioritise effectively and remain sufficiently calm to deliver results at pace
- Experience of being organised and responsive, with good attention to detail
- Experience of being proactive when faced with uncertainty
- Experience of Outlook and MS Office
- Evidence that you can identify the key issues and the significant risks
- Act on their own initiative and ensure deadlines are met
- Quickly build good relationships with new people and work with them find the best solution that meets everyone’s needs

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

- Managing a Quality Service
- Delivering at Pace
- Communicating and Influencing
- Seeing the Big Picture

**Benefits**:

- Alongside your salary of £27,470, Department for Environment, Food and Rural Affairs contributes £7,416 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- On successful completion of the apprenticeship you will have the skills, knowledge and behaviours to undertake the responsibilities below” and


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