Executive Officers in The Director Support Office
2 weeks ago
**Details**:
**Reference number**:
- 205825**Salary**:
- £29,082 - £30,402**Job grade**:
- Executive Officer**Contract type**:
- Permanent**Business area**:
- VMD Business Support Team**Type of role**:
- Administration / Corporate Support**Working pattern**:
- Full-time**Number of jobs available**:
- 2Contents
Location
About the job
**Benefits**:
Things you need to know
Location
- Woodham Lane, New Haw, Addlestone, Surrey KT15 3LSAbout the job
**Job summary**:
This role is part of our Director Support Office (DSO), which is currently led by a Senior Executive Officer (SEO). DSO are part of our Business Services Team and provide Office support to the Chief Executive (CEO), Director of Authorisations/Deputy CEO, our Chief Operating Officer/Head of Business Support Division and members of the Executive Management Board.
This is an exciting opportunity to be part of a small team at the heart of supporting our Senior Leaders. You will liaise regularly with our Defra colleagues and manage priorities to deliver efficiently.
**Job description**:
**You will provide full professional office support services to the VMD’s senior team including but not limited to**:
- managing correspondence
- coordinating replies for ministerial correspondence
- managing diaries and travel arrangements
- arranging meetings and coordinate meeting papers
- ensuring the DSO adheres to the highest standard of confidentiality and data protection
- drafting papers including the weekly Executive Management Board (EMB) agenda and minutes
- managing expense claims and return of quarterly record of expenses and hospitality received
- providing accurate management information and compliance with VMD’s quality systems including the maintenance of the DST Standard Operating Procedures (SOPs)
- assisting with effective communications and presentations
- using your own initiative to solve problems in an efficient manner
- any other duties and tasks as may be required, appropriate to the level of the post
**Person specification**:
Your role will be to provide office management and administrative support services to the Chief Executive (CEO), Director of Authorisations/Deputy CEO, our Chief Operating Officer/Head of Business Support Division and members of the Executive Management Board.
You will support the Office Manager to be:
- a sensitive, intelligent, reliable and resilient ‘gatekeeper’ acting on behalf of the VMD’s senior team - for all inward and outward interactions
- a supportive and knowledgeable point of contact for those seeking access to them, and
- an intelligent and reliable organiser and planner of their activities
**You must have experience of - or be able to set out your approach to**:
Provide a full professional office support service to include:
- managing high volumes of correspondence and phone calls
- diary management, travel arrangements and setting up meetings
- managing conflicting and time constrained priorities and be able to adapt to meet deadlines
- ensuring the highest standard of confidentiality and data protection
- drafting ‘executive papers’ including agendas and minutes
- managing expense claims and records of hospitality received
- providing accurate management information
- compiling with a quality system and Standard Operating Procedures (SOPs) and
- assisting with effective communications and drafting presentations
- responding quickly and effectively to ad-hoc queries/problems
- be proficient in the use of Microsoft Office packages, particularly Word, PowerPoint, Excel and Outlook, and
- be able to navigate the internet and able to learn the use of the VMD’s IT system
**Behaviours**:
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Working Together
- Delivering at Pace
**Benefits**:
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension
- Free onsite parking
- Free eyesight test
- Onsite gym
- Access to a prayer room
Things you need to know
**Selection process details**:
- This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.**Application Process**
When giving examples of Behaviours please use the Situation, Task, Action, Result (STAR) format_. _Behaviours, Civil Service Careers (civil-service-careers.gov.uk)
**Sift**
**Interview**
**Sift and Interview dates**
The sift will be conducted week commencing 2nd January 2023
Interviews are currently scheduled to take place by MS Teams week commencing 16th January 2023
**Reserve List**
A reserve list may be held for a period of 12 months from which further appointments can be made.
**Blended Working Approach**
**Location**
**Salary**
New entrants are expected to start on the minimum of the pay band.
Existing Civil Servants moving on level transfer will retain their curr
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