Executive Assistant for 3x Deputy Directors

3 weeks ago

London, United Kingdom Department of Health and Social Care Full time

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

- 349233**Salary**:

- £30,923- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent
- Loan
- Secondment**Length of employment**:

- This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment).**Business area**:

- DHSC - Chief Scientific Advisor Group - Science, Research and Evidence**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- LondonAbout the job

**Job summary**:
In DHSC, we are proud of our purpose - to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.

This is a key role within a small and busy team of Executive Assistants that supports the Senior Management Team (SMT) of DHSC's Science, Research and Evidence directorate (SRE), currently formed of a director and five deputy directors. SRE plays a central role in supporting our Secretary of State to meet her statutory duty to promote research in the health service and is responsible for the DHSC research and development budget of over £1.2billion in domestic and international health though the National Institute for Health Research (NIHR).

**Job description**:
SRE is looking for a highly motivated individual to join the small friendly team to provide 3 Deputy Directors (DDs) with outstanding diary management and maintain and improve delivery of high-quality PA support.

This is an excellent opportunity to be centrally involved in the work of a key Department and to learn about the interface between science and policy at a crucial time.

**Responsibilities**
- Provide outstanding and smooth diary management and meeting arrangements; anticipating and identifying potential problems arising in the diary, especially when there are competing priorities and diary changes at very short notice. Taking the initiative to act to resolve or minimise disruption.
- Act as a first point of contact, managing calls, meeting and greeting visitors, providing a responsive service to colleagues and stakeholders.
- Ensuring that the DDs are well prepared for meetings and visits, including collation and printing of meeting papers; booking travel and accommodation; provision of itineraries; and proactively commissioning briefing packs and presentations.
- Support DDs in the effective and efficient running of the directorate branches, including their business management responsibilities.
- Maintaining a broad understanding of the DDs' portfolio and priorities and ensuring that these are reflected in diary commitments.
- Working closely and flexibly as part of the team of PAs to support the Senior Management Team (e.g. providing cover across SMT during absence).
- Will be pro-active in providing administrative support across the whole Science, Research and Evidence directorate.
- Any other tasks required to support business objectives and performance delivery.
- Take minutes and participate at meetings.

**Person specification**:
**Key skills and experience required for the role**
- Proven experience of diary management and arranging meetings / preparing papers.
- A strong communicator, able to communicate messages clearly to a range of audiences at all levels - both verbally and in writing.
- You will need to be highly organised and have strong attention to detail.
- You will need to be resilient, able to prioritise, and make effective decisions, remaining calm under pressure in a fast-pace, reactive environment.
- Flexible in ways of working.
- Excellent communication skills and the ability to work collaboratively in a small team are essential.
- Proactivity - do not wait for work to come to you.
- The post-holder will be proactive, have strong attention to detail, be a problem solver, a good communicator and be accustomed to working under pressure and supporting on a one-to-one basis at Senior Management level.
- A strong customer service ethos, ability work under own initiative and taking ownership of their work and issues that arise is essential.

Your normal place of work will be your contractual primary workplace, usually either London or Leeds. Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support.

Opportunities for some working from home may be available; othe

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