Private Office Coordinator

3 weeks ago

London, Greater London, United Kingdom Department for Transport Full time

Job Overview

At the Department for Transport, we understand the unique challenges faced by individuals with protected characteristics in the job market and career advancement. We are dedicated to fostering an inclusive workplace and ensuring equal opportunities for all. Our goal is to create a diverse workforce, and we actively encourage applications from underrepresented groups, including ethnic minorities, individuals with disabilities, and those with gender diverse identities.

Are you capable of engaging confidently and professionally with a wide array of stakeholders, including senior officials?

Do you possess exceptional organizational abilities and thrive in a dynamic, fast-paced environment?

Are you interested in government operations and policy development?

If this resonates with you, we would be eager to hear from you.

Position Details

We are seeking motivated individuals who are passionate about collaboration to join our Private Office team, providing support to ministers, special advisers, and permanent secretaries. This role presents a unique opportunity to work at the core of the department, gaining invaluable insights into the workings of ministers, Parliament, and large governmental organizations. You will play a crucial role within a small, dedicated, and friendly team, directly assisting ministers, special advisers, and permanent secretaries in achieving their objectives.

This position offers significant professional development opportunities, as you will work closely with ministers and senior officials, gaining firsthand experience in effective decision-making and project management.

While prior knowledge of specific policies is not required, a willingness to learn quickly, a collaborative spirit, and a proactive attitude are essential.

Key Responsibilities

  • Overseeing substantial areas of a minister's policy portfolio to ensure the delivery of a high-quality private office service that meets ministerial requirements.
  • Providing assistance and support to the minister during meetings, external engagements, and events.
  • Supporting the minister with parliamentary duties, including attending debates and oral questions in Parliament.
  • Coordinating with officials, the press office, and parliamentary branches to ensure the minister receives accurate information prior to meetings, visits, and speaking engagements.
  • Reviewing submissions, correspondence, parliamentary inquiries, briefings, and other documents, preparing them for the minister's review.
  • Monitoring progress, identifying challenges, and negotiating solutions to ensure the minister's priorities are effectively met.

For additional information, please refer to the attached Role Profile.

Candidate Profile

We are looking for a pragmatic individual with a proactive approach to achieving results and the ability to take initiative. Highly motivated and exceptionally organized, you will demonstrate strong attention to detail and the capacity to prioritize a busy workload, adapt to changing priorities, and perform well under pressure.

You will possess outstanding interpersonal skills, enabling you to build and maintain rapport with a variety of stakeholders, senior officials, and other ministerial offices. Excellent communication skills, a keen eye for detail, and a high degree of trust and discretion regarding sensitive information are essential.

Additional Information

A minimum of 60% of your working hours should be spent at your primary workplace, although there may be requirements to attend other locations for official duties. Occasional travel to other offices and attendance at meetings across the UK may be necessary, including trips to London and other locations as needed. Some international travel may also be required, occurring 1-3 times annually.

This role is both rewarding and demanding, and additional hours may be necessary, including evening and weekend responsibilities on a rota basis. Working hours will vary throughout the year, balanced with shorter days during parliamentary recess. A private office allowance of 20% on top of the basic salary is automatically provided to reflect the additional hours worked.

This position is full-time only. While applicants seeking alternative working patterns are welcome to apply, preferred schedules may not be available and should be discussed with the vacancy holder prior to application.

Behaviors

During the selection process, we will assess you against the following behaviors:

  • Delivering at Pace
  • Communicating and Influencing
  • Making Effective Decisions
  • Seeing the Big Picture

Benefits

Being part of our esteemed Civil Service offers access to a wide range of exceptional benefits, including generous annual leave, attractive pension options, flexible working arrangements, inclusive work environments, and much more to support a healthy work-life balance.

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