Private Secretary, Istr Directors Office

2 weeks ago

London, United Kingdom Department for Business and Trade Full time

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

- 347303**Salary**:

- £32,858 - £38,272- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Higher Executive Officer**Contract type**:

- Permanent**Business area**:

- Economic Security and Trade Relations (ESTR)**Type of role**:

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

- Annualised hours, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Belfast, Birmingham, Cardiff, Darlington, Edinburgh, London, SalfordAbout the job

**Job summary**:
The International Strategy and Trade Relations Directorate (ISTR) is a new Directorate within DBT, formed in April 2024 and responsible for driving economic growth by capitalising on opportunities to open up and protect overseas markets for UK Business. You’ll be joining the team during an exciting time of growth and change and will play a key role in supporting the Director and Head of Office with settling teams into their new structures end establishing new ways of working.

The Directors Office provides direct Private Office support to the ISTR Director, ensuring their time is prioritised and used effectively. In addition, the office manages and co-ordinates corporate support across the wider directorate ensuring that priorities and objectives are clearly communicated and fully implemented within teams.

As this is a private office role, you will need to be comfortable working at pace and under pressure whilst maintaining quality. You will be required to quickly build a large degree of influence, responsibility, and autonomy across a variety of senior staff within the Directorate. You will be responsible for working closely with the head of the Directors Office and the Directors diary manager to ensure the Directors day-to-day business is transacted efficiently, in a timely manner, and that the optimal flow of information to and from teams is maintained.

**Job description**:

- Supporting the Head of Directors Office with the smooth and efficient running of the Directors Offices Private Office Function, demonstrating grip and good judgement when actioning requests on the Directors behalf.
- Maintaining a strong overview of the Directors schedule and priority actions and wider pressures, priorities and issues across the Directors teams, keeping the Head of Office and the Director updated and escalating issues to the appropriate level where required
- Take responsibility for clear and timely cross directorate commissioning, supporting Deputy Directors with completion as required and chasing and collating responses to requests for information or action.
- Day to day oversight of the Directors diary - using your knowledge of the Director and Deputy Directors priorities and workload to support the diary manager in ensuring the diary reflects an efficient and appropriate use of the Directors time and is aligned with wider departmental priorities. This includes ensuring the Director is fully prepared for each meeting by commissioning papers and briefings in advance.
- Provide line management and support to the Directors Diary manager (1 x EO) and the 3 x EO PAs supporting Deputy Directors across ISTR.
- Providing secretariat support to meetings as required, including minute taking and support with completion of actions.
- Ad hoc responsibilities as requested by the Director, Head of Office or teams across ESTR.

**Person specification**:
**Essential criteria**
- Excellent organisational skills with proven ability to identify priorities and support senior leaders to oversee their portfolios of work.
- Effective communication skills (written and oral) intelligently tailored to engage the audience.
- Proven ability to prioritise concurrent projects to deliver efficiently to time and quality.
- Ability to work at pace in a constantly changing environment.

**Personal attributes & skills**

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Delivering at Pace
- Communicating and Influencing
- Making Effective Decisions

**Benefits**:

- Alongside your salary of £32,858, Department for Business and Trade contributes £8,871 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%

Things you need to know

**Selection process details**:

- This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Ability and Experience.Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
- A **CV** setting out your career history, with key responsibilities and achieve

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