Senior Administrative Support

3 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 status as a leader in science and technology. Our objective is to foster economic growth, create high-quality employment opportunities, and facilitate groundbreaking discoveries.

As part of our mission, we have established a comprehensive Science and Technology Framework that outlines our strategic goals leading up to 2030. Collaborating with various stakeholders across government and the SciTech sector, we are committed to:

  • Promoting UK science, technology, and innovation, thereby increasing investment in promising technologies and sectors to stimulate economic growth and generate well-paying jobs.
  • Addressing global challenges through international collaboration and partnerships 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, employee wellness support, and a robust pension scheme. We take pride in being a Disability Confident Leader employer, offering support for candidates requiring adjustments throughout the recruitment process.

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

Role Summary

We are seeking a highly organized, adaptable, and proactive individual to serve as a Personal Assistant (PA) to the Deputy Directors within the Science, Research, and Innovation Directorate. This role presents an exciting opportunity to collaborate directly with Senior Civil Servants and external stakeholders, contributing to cross-departmental initiatives and supporting the achievement of Ministerial objectives.

The ideal candidate will thrive in a fast-paced environment, effectively managing competing priorities while demonstrating sound judgment and decision-making skills. Strong communication abilities tailored to diverse audiences are essential. A proactive mindset and a commitment to excellence in all tasks are crucial for success in this role.

Key Responsibilities

As a Personal Assistant, you will play a vital role in supporting Senior Civil Servants (SCS) by:

  • Providing comprehensive administrative assistance, including managing diaries to optimize the senior management team's time in accordance with their preferences.
  • Coordinating logistical arrangements for meetings and events, including travel bookings and venue reservations.
  • Facilitating large-scale, high-profile events by liaising with senior officials and external stakeholders, delegating tasks, and ensuring smooth operations.
  • Building and maintaining strong relationships with senior colleagues through effective communication, both written and verbal.
  • Accompanying senior management to meetings, taking minutes, and following up on action items.
  • Supporting the corporate functions of the directorate, including managing essential documents and collaborating with HR and Finance teams.

Qualifications and Skills

The successful candidate will possess:

  • Exceptional organizational and prioritization skills, with keen attention to detail and the ability to manage multiple tasks simultaneously.
  • Flexibility and adaptability to navigate a dynamic work environment while maintaining productivity.
  • Strong interpersonal skills, fostering positive relationships with colleagues at all levels.
  • Excellent verbal and written communication skills, capable of handling sensitive information with discretion.
  • Self-motivation and resilience, with the ability to manage a demanding workload independently.
  • Proficiency in Microsoft applications and experience working with senior management is preferred.

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, accommodating various working arrangements.
  • Automatic enrollment in the Civil Service Defined Benefit Pension scheme, with substantial employer contributions.
  • A minimum of 25 days of paid annual leave, increasing with service.
  • Access to extensive learning and professional development opportunities.
  • Employee discounts on a variety of retail, travel, and lifestyle services.

Office Attendance

The Department follows a discretionary hybrid working policy, allowing a blend of in-office and remote work. Staff are expected to attend the office for a portion of their working hours throughout the accounting period.

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