Executive Office Assistant

2 weeks ago

London, United Kingdom Department for Environment, Food and Rural Affairs Full time

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

- 338280**Salary**:

- £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**Business area**:

- DEFRA - COO - Science Capability in Animal Health**Type of role**:

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

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

- 2Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- London, WeybridgeAbout the job

**Job summary**:
Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

The Science Capability in Animal Health (SCAH) programme is an ambitious, 10-15-year programme working towards safeguarding and future-proofing the UK’s animal health science capability. The programme has recently secured significant funding towards transforming the Animal and Plant Health Agency’s (APHA) Weybridge scientific campus.

This is an exciting opportunity to join a priority Defra programme on the Government’s Major Projects Portfolio, of significant national importance.

**Job description**:
The Executive Office Assistant will be responsible for providing comprehensive support to one or more Senior Responsible Officer/Directors and Deputy Directors and their functional leadership teams across the SCAH Programme.

Senior Leader support will form the core part of your role in addition to your own portfolio of business which will contribute to the wider executive office function. You will report directly to the Executive Office Manager as a part of a team who provide support to the core Senior Leadership Team

You will provide high quality support to the Programme Directors and Senior Leadership Team. This will include managing the flow of information into and out of their office, you ensure their meetings and diary are arranged as efficiently as possible, scheduling room bookings alongside travel & accommodation where required. Managing various priorities and time-sensitive issues, you will be able to organise and deliver practical resolutions when faced with competing priorities and will be capable of working with complete discretion. This will form the most part of the role but you will have ownership of your own portfolio of business that contributes to the wider executive office function.

Stakeholder engagement and excellent organisation skills are key in this role. You will need to establish and maintain good working relationships both across the programme and with external partners, you will work closely with colleagues in the Executive Office Team to support changing priorities and support management of shared mailboxes. You will support visitors to both the Weybridge and Marsham St offices. You will also be required to work collaboratively with internal and external stakeholders at all levels to maintain the highest standard of service.

You will be capable of working with ambiguity, whilst managing your own workload you’ll understand the needs of the wider team and can be flexible to support when needed.

You will be working as part of a fast paced busy team made up of the Executive Office Manager and 3 other Executive Office Assistants.

**Person specification**:
**Responsibilities**
- Working with Director/Deputy Director/Senior Management to ensure they are adequately prepared for meetings (e.g. preparing briefing packs)
- Provide secretariat support to Director/Deputy Director led meetings
- Working with Director/Deputy Director to ensure they are adequately prepared for meetings (e.g. preparing briefing packs)
- Ensure effective record keeping, including managing directories of electronic files, archiving and administration of various team sites such as Sharepoint
- Working effectively as a member of the wider Secretariat Team to maintain a core level of service, help and support other colleagues through the sharing of experience and best practice, and providing cover when required
- Be able to effectively manage a broad range of stakeholders both internal and external, ensuring any communication is appropriately cascaded
- Supporting Director/Deputy Director with other specific work as required
- Provide support to the Executive Office Manager as required

Note: An employee may be required to carry out additional duties within the scope of the grade and within the limits of their skill, competence and training.

**Skills and experience**
- Strong interpersonal skills and the ability to form close working relationships with colleagues to support collaboration at all levels
- Excellent or

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