Personal Assistant to Deputy Directors

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

- 240067**Salary**:

- £28,588 - £39,691**Grade**:

- Higher Executive Officer**Contract type**:

- Permanent**Type of role**:

- Operational Delivery
- Planning
- Policy
- Project Delivery**Working pattern**:

- Flexible working, Full-time, Homeworking, Job share, Part-time**Number of posts**:

- 2Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This role will be office/ home working hybrid with a necessity to travel to London on occasionAbout the job

**Summary**:
The Vaccine Taskforce became the UKHSA Vaccine Unit on 1 October, continuing to ensure the best possible vaccines are available for the UK Population, whenever they are needed to fight what remains a fast evolving, deadly virus. Vaccines remain the key to the UK living with COVID, delivered through the high quality and high impact outcomes of this unit. A mission we are proud of.

**Job description**:

- Provide assistance to two Deputy Directors (DDs) with responsibility for Vaccine Strategy, Commercial and Delivery within the Vaccine Unit
- You will act as the point of contact for the directors office in the directorates. You will identify work which will require the Director's input and work with the chief of staff to ensure this happens in a timely and efficient manner to support the delivery of the team
- You will be the go-to person for colleagues to understand how the two Deputy Directors (DDs) work, their operating preferences, priorities and their availability. As such, it is crucial that you build and nurture an extensive network
- Colleagues will liaise with you to arrange suitable times for the Deputy Directors to review and “clear” papers (e.g. ministerial submissions). This requires excellent diary management where you will need to be mindful of conflicting priorities, the particular timelines and deadlines of these papers amongst other information
- Confidently handle sensitive and sometimes personal information
- Confidently adept yourself with UKHSA’s IT systems to support the Directorate. This will include managing conference/room bookings alongside arranging travel and accommodation
- Whist this PA role will take up most of your day-to-day activities, there may be scope to support and lead other corporate activities for the Directorate, such as running our Senior Management Team Meetings, purchase order responsibilities and supporting your Business Manager with a variety of strategic tasks which are pivotal to the successful operations of TINS.

**Responsibilities**:
Essential Criteria:

- SC Clearance or willingness to undergo it
- An excellent communicator, both written and orally which you can use to confidently advise and voice opinions with colleagues at different levels of seniority
- Proactive and proficient planner, using good judgement to make effective decisions
- Able to lead on tasks with autonomy and mínimal direction, taking ideas forward to senior colleagues and with teams
- Confident in developing and maintaining strong positive relationships with various high-profile internal and external stakeholders. Handling sensitive information with discretion
- Excellent IT skills in Microsoft Outlook, Word, PowerPoint and Excel, and able to quickly learn how to manage BEIS-specific systems (e.g. travel booking, our HR system for expenses, etc.).

**Benefits**:

- 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

**Security**:
- See our vetting charter.- People working with government assets must complete basic personnel security standard checks.**Selection process details**:
STAGE 1 - APPLICATION & SIFT:
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Experience and Technical skills.
- A CV/ Application form
- Behaviour Statement

Please write 250 words per behaviour( in the supporting statement area):

- Delivering at Pace
- Communicating n & influencing
- Seeing the Big Picture
- Managing a Quality Service

The CV and Behaviour Statements will be marked separately and you must pass both to move on to interview.

If you are successful at this stage, you will progress to interview & assessment

STAGE 2 - INTERVIEW
This vacancy is using Success Profiles.

Behaviours, strengths, technical, knowledge and experience will be tested at interview.

There may be a Technical Test and a Presentation.

The Behaviours tested during the interview stage will be:

- Delivering at Pace
- Communicating n & influencing
- Seeing the Big Picture
- Managing a Quality Service

Option 3 - External

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Reserve List:
This role will be office/ home working hybrid with a necessity to travel to London on occasion.

Locations include