Directorate Assistant

Brief overview of the role

The NSTA's hybrid working includes an expectation for staff to spend 40% of their time in the office.

As Directorate Assistant, the work is varied and will involve engagement with a wide range of stakeholders. The post holders must be able to effectively communicate complex messages, be able to see the bigger picture. The roles will typically provide comprehensive administrative support including proactive management of diaries, co-ordination and support of industry and Directorate events, and effective co-ordination of activities.

The posts also provide an excellent opportunity to utilise organisational and planning experience, assisting Operations Directorate personnel to administer their projects and activity efficiently, and make key decisions.

The successful candidates will be able to demonstrate attention to detail, excellent organisational skills to manage priorities, and delivery at a fast pace to meet deadlines. The individuals will be able to show initiative in solving problems and be strong communicators, suggesting solutions and working with others to put these solutions in place.

This is an exciting opportunity to be an integral and valued part of an experienced and dynamic Directorate, guiding the NSTA at a time of transition and further change for the Energy Industry.

A key element of the roles will be the ability to communicate between the technical and non-technical personnel.

Detailed job description and key responsibilities

Reporting to the Senior Business Delivery Manager, the role will be focused on supporting the smooth running of key programmes, activities, and functions undertaken by the Directorate Leadership Team.

Internally there is an increasing need to ensure coordination of effort and information relating to significant NSTA priorities that have overlaps both within the Directorate and with other teams across the organisation.

Key responsibilities of this role include:

• Personal Assistant support to Director
- diary management, assessing priority of appointments, managing conflicts and reallocation as necessary. Help with preparation for key meetings, including collating briefings when necessary. Plan, coordinate and ensure the Director's schedule is followed and respected, providing 'gatekeeper' role of Director's time and understand personal preferences and approaches. Co-ordinate and support travel booking and expenses administration.

• Administration support
– Organising internal and external events and meetings, including logistical arrangements and on the day support. Maintaining industry contact lists of licensees and permit holders. Supporting budget tracking and other administrative and support tasks as required.

• Directorate support
– Support the wider Directorate by helping to plan all-Directorate and team-specific events, including offsites and meetings with external stakeholders. Manage and maintain Directorate communications and assist with clerking of Directorate meetings, including ad-hoc clerking of meetings with external stakeholders.

•
LT Support and Cover
– when necessary, support colleagues in other Directorates with holiday cover, including providing PA support to other Directors and monitoring emails.

• Projects
– Supporting the Senior Business Delivery Manager with Directorate project management, and general support of cross-directorate projects where the Operations Directorate is a stakeholder. Work with the Senior Business Delivery Manager, in annual planning including mapping out Directorate meetings and events and organising diaries.

Specialist Skills, Qualifications, Experience, Licenses, Memberships or Language

Essential:

• Experience in a PA Role supporting Directors or senior-level colleagues

• Ability to self-start and work effectively, both independently and as part of a team.

• Has a systematic and disciplined approach to work and is able to plan, schedule and monitor own work within a limited and / or defined timeline.

• Ability to work at pace and demonstrate clear responsibility and accountability for agreed deliverables.

• Ability to effectively engage with stakeholders across all levels of the organisation both verbally and in writing

• Strong analytical skills, with the ability to solve wide-ranging problems using expertise from across a wide range of sources

• Ability to adopt a proactive and coordinated approach in identifying anomalies, areas of concern and resolving problems in a timely and effective manner.

• Experience in document management or administration role within the Energy industry

• Practical experience and knowledge of Sharepoint

• Excellent software knowledge, particularly with Microsoft Applications (e.g. PowerPoint, Word & Excel

Desirable:

• HNC or equivalent qualification.

• Regulatory knowledge, although training in this area will be provided.

• Knowledge of basic financial accounting and budget tracking.

• Experience supporting small teams to deliver well-defined deliverables in an agreed timeframe.

• Experience organising internal team events and running logistics.