Personal Assistant to Deputy Directors, Resilience

6 months ago

Newcastle upon Tyne, United Kingdom Department for Levelling Up, Housing and Communities Full time

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

- 301870**Salary**:

- £25,324- £25,324 (National), £28,412 (London)- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- A Local Government & Public Services Grouping Resilience & Recovery**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
- Birmingham, Bristol, Darlington, Leeds, London, Newcastle-upon-Tyne, WolverhamptonAbout the job

**Job summary**:
DLUHC’s Resilience and Recovery Directorate enables a safer and more resilient England, by:

- Preparing for, responding to, and recovering from significant incidents
- Improving the flow of data and intelligence between local and national tiers, to improve decision-making at all levels
- Empowering Local Resilience Forums, local partners and local leaders to consider, drive and improve resilience
- Mobilising a strong DLUHC policy response to existing and emerging risks
- Being connected, curious, and confident in our work Our Deputy Directors are looking for a highly motivated, well-organised and efficient personal assistant.

This role is critical to ensure that the senior leadership team’s time is utilised as effectively as possible in a team that is fast paced and broad in its remit. This role provides an excellent opportunity to learn about the work of our directorate and to build relationships with teams across the Department.

**Job description**:
The primary responsibility of this role is to provide PA and diary support to two Deputy Directors, working closely with the Head of Office and the Director’s PA to ensure the senior leadership team is functioning effectively. This involves managing her diary and inbox, horizon-scanning for potential issues, and working with private office teams across the Dept. to coordinate meetings and escalate issues.

This role will also have responsibility for additional corporate administration tasks as required, for example providing a secretariat function for new project boards and supporting People-related working groups (e.g. on capability).

This role will report to the Head of Office. Training will be provided. Key activities will include the following:

- Working flexibly to ensure smooth day to day running of the Deputy Directors’ diary and inbox, including arranging all internal and external meetings and travel, managing and co-ordinating the flow of requests, dealing with conflicting engagements and finding ways of resolving conflicting demands.
- 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.
- Being proactive and reactive to complex changing events, anticipating actions and planning accordingly in line with priorities and work styles.
- Ensuring all meeting papers/materials etc are in relevant folders and that the Deputy Directors have all relevant material sufficiently in advance of meetings
- Act as the secretariat for weekly senior management team meetings - commissioning and circulating agenda items and papers, taking minutes and recording/tracking progress of actions.
- Monitor and respond to the Deputy Directors’ correspondence, drafting replies to routine queries, taking the initiative to commission contributions from the business on those that require an expert response.
- Ensuring key documents are filed appropriately on SharePoint.
- Managing and supporting the delivery of corporate events.
- Building strong working relationships with the Deputy Directors, the wider senior leadership team, and wider RED team members.
- Supporting administrative and logístical processes such as ordering new IT.
- Support members of the Directorate on ad-hoc matters as required. - Providing logístical and secretariat support to key meetings.

**Person specification**:
**Essential Criteria**
- You are someone who can build rapport quickly as you build and maintain effective relationships with all grades (including senior stakeholders) across the directorate, MHCLG and wider government.
- You can set priorities using judgement, evidence and knowledge effectively
- You have excellent oral and written communication skills and can work collaboratively.
- You are proactive and demonstrate that you can think independently. - You are flexible and can adapt to different working styles.
- You are resilient and can prioritise and make effective decisions, remaining calm under pressure in a reactive environment
- You thrive in a fast-paced environment, where you can use your organisational skills to manage multiple, and often conflicting tasks on time and to a high standard.
- You are confident in making recomm

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