Assistant Private Secretary

7 months ago

London, United Kingdom Building Digital UK (BDUK) Full time

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

- 297149**Salary**:

- £35,038 - £39,587- Band B : London £35,038 - £39,587.- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Higher Executive Officer
- Senior Executive Officer- B**Contract type**:

- Permanent**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- LondonAbout the job

**Job summary**:
As Assistant Private Secretary to the BDUK Executive & BDUK Chair you will play an important role in making sure BDUK’s three executives - the Chief Executive Officer (CEO), Chief Commercial Officer (CCO) and Chief Financial Officer/ Chief Operating Office (CFO/ COO) - are able to effectively prioritise their workload to drive forward BDUK priorities and agenda. You will also support the BDUK Chair of the Board Simon Blagden CBE. The executive office is a busy and exciting office to join, with great exposure to senior leadership and ministerial teams. You will join a close-knit team which is composed of BDUK’s Chief of Staff and BDUK Private Secretary.

This post offers the opportunity to work closely with a wide range of teams across BDUK and DCMS including private offices for the Minister of State and Secretary of State. You will act as the key point of contact and gatekeeper for the Executive and BDUK Chair of the Board, therefore we are looking for someone who can demonstrate a high level of professionalism and confidentiality at all times.

You will will play a key role in managing core administrative functions and processes for BDUK, including the coordination of weekly updates and providing secretariat support for senior leadership team meetings; maintaining excellent quality of agendas, papers, actions and running these events smoothly with all logistics in place.

**Job description**:
**Organisation**
- Provide complex diary and inbox management for the BDUK Executive (CEO, CFO and CCO) and the BDUK Chair of the Board. Balancing competing priorities to maximise available time, de-conflict appointments, and rearrange schedules, sometimes at short notice.
- Organise meetings, visits and other engagements - including ministerial and parliamentary activity where applicable.
- Arrange travel for the BDUK Executive and BDUK Chair of the Board, ensuring all expenses policies are adhered to and an effective itinerary is provided.
- Support the BDUK Private Secretary to organise the governance of the Executive office, liaising closely with other areas of BDUK and DCMS central teams.
- Attend and take minutes for meetings attended by the BDUK Executive and Chair of the Board.
- Follow up on action points from meetings and ensure key decisions, risks and issues are recorded.
- Maintain an electronic filing system, ensuring processes are up to date and in working order. Handle sensitive information in accordance with official guidance

**Attention to detail**
- Support the BDUK Private Secretary with the ministerial submissions process. Quality check submissions and briefings being sent to ministerial private offices.
- Coordinate the BDUK parliamentary correspondence process by quality checking and sending correspondence to members of parliament from the BDUK Executive and BDUK Chair of the Board where applicable.
- Ensure all correspondence and relevant materials are produced in a timely and accurate manner.
- Support the BDUK Secretariat Lead to ensure the BDUK Chair of the Board has the appropriate resources to enable the BDUK Board to run effectively.
- Commission and collate departmental reports and documentation for internal and external meetings when required.

**Relationships**
- Work with the BDUK Private Secretary to build effective working relationships private offices and colleagues across DCMS including the BDUK Sponsor Team.
- Support the BDUK Private Secretary and BDUK Chief of Staff to improve ways of working - ensuring that the role of the executive office is understood across BDUK.
- Provide flexible support to the BDUK Private Secretary to assist with a wide range of BDUK wide activities.

**Person specification**:
**Essential**:

- Demonstrable experience of working with senior leaders in a high profile working environment
- Ability to organise a daily workload by priorities and able to meet deadlines in a fast-paced quickly changing environment
- Demonstrable administration and support skills, with strong attention to detail
- Excellent written and verbal communication, with the ability to communicate concisely and coherently to a wide variety of audiences
- Demonstrable experience of managing a busy diary and/or inbox
- Demonstrable experience of handling sensitive information, displaying tact and diplomacy and maintaining confidentiality
- A proactive approach to problem-solving with strong decision-making skills

**Desirable**
-

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