Executive Support Specialist

4 weeks ago

Belfast, United Kingdom Department for Science, Innovation & Technology Full time

Position Overview

The Department for Science, Innovation & Technology is dedicated to enhancing the UK's stature as a leader in Science and Technology. Our goal is to foster robust economic growth, create rewarding employment opportunities, and facilitate groundbreaking innovations.

To achieve our objectives, we have established a comprehensive Science and Technology Framework that outlines our strategic direction through 2030. In collaboration with various stakeholders across government and the SciTech sector, we are committed to:

  • Promoting UK science, technology, and innovation by increasing investments in promising technologies and sectors to stimulate economic growth and generate high-paying jobs.
  • Addressing global challenges through international partnerships and influence to ensure our future security.
  • Enhancing quality of life by advocating for responsible innovation in the digital economy and public services.

We aspire for the Department to be the premier workplace within government, guided by our core values: think big, value people, create connections, and cultivate curiosity. These principles were collaboratively developed and shape our decision-making and interactions.

Our Commitment to Inclusion

We provide flexible working arrangements, comprehensive employee well-being support, and an attractive pension scheme. We take pride in being a Disability Confident Leader employer, offering assistance to candidates throughout the recruitment process. Details regarding disability confidence and potential adjustments can be found in the reasonable adjustment section.

The Civil Service is devoted to attracting, retaining, and investing in talent from all backgrounds. For more information, please refer to the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Role Description

Are you a detail-oriented, adaptable, and proactive individual who thrives in supporting senior leadership? If so, this Executive Support Specialist role may be an excellent fit for you.

We are seeking a professional to assist the Deputy Directors within the Science, Research, and Innovation Directorate. This role presents a unique opportunity to collaborate directly with Senior Civil Servants and external high-level stakeholders, facilitating cross-departmental cooperation and contributing to the achievement of Ministerial objectives. The ideal candidate will excel in managing multiple priorities, demonstrating sound judgment and decision-making skills, and adapting communication styles to suit various audiences. A proactive mindset and a commitment to maintaining high-quality standards in all tasks are essential.

Key Responsibilities

This pivotal role involves supporting Senior Civil Servants (SCS) in organizing their teams and managing their schedules effectively. As an Executive Support Specialist, you will be self-driven, adaptable, and capable of responding to shifting priorities promptly. Strong verbal and written communication skills are crucial for collaborating with both internal and external stakeholders.

The responsibilities include:

  • Providing comprehensive administrative support to Senior Civil Servants, including effective diary management to optimize their time according to their working styles.
  • Coordinating logistical arrangements such as room bookings, travel plans, and meeting setups to ensure seamless operations.
  • Assisting in the organization of large-scale, high-profile events, serving as the primary contact point, delegating tasks, and providing direction.
  • Building and maintaining strong relationships with senior colleagues through effective communication, addressing stakeholder inquiries promptly and courteously.
  • Accompanying senior management to meetings and events, including taking minutes, collating notes, and following up on action items.
  • Supporting the corporate management of the directorate, including maintaining essential documents and collaborating with HR and Finance teams.

Required Skills and Experience

The successful candidate will possess:

  • Exceptional organizational and prioritization skills, with a keen eye for detail and the ability to manage multiple schedules.
  • Flexibility and adaptability to navigate a dynamic work environment while ensuring daily tasks are completed efficiently.
  • A collaborative and personable approach, fostering positive relationships with colleagues at all levels.
  • Strong verbal and written communication abilities, capable of adjusting style to meet the needs of different audiences while handling sensitive information discreetly.
  • Motivation and resilience, with the capacity to manage a demanding workload independently.
  • Proficiency in various Microsoft applications.
  • Experience working with senior leadership is advantageous.

Assessment Criteria

During the selection process, candidates will be evaluated on the following behaviors:

  • Managing a Quality Service
  • Communicating and Influencing
  • Changing and Improving
  • Making Effective Decisions

Benefits

In addition to a competitive salary, the Department for Science, Innovation & Technology offers a comprehensive benefits package, including:

  • A flexible working culture, including options for job sharing, remote work, and compressed hours.
  • Automatic enrollment in the Civil Service Defined Benefit Pension scheme, with a substantial employer contribution.
  • A minimum of 25 days of paid annual leave, increasing with tenure.
  • A wide range of professional development opportunities, actively encouraged for all staff.
  • Access to various employee discounts in retail, travel, and lifestyle sectors.

Office Attendance

The Department follows a hybrid working policy, allowing a combination of in-office and remote work. Staff are expected to be present in the office for a percentage of their working hours throughout the accounting period.

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