Executive Assistant

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

- 291420**Salary**:

- £32,300**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- UKEF - Business Group - Origination and Marketing - Origination, Client Coverage, Marketing and Communications**Type of role**:

- Other**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Westminster, LondonAbout the job

**Job summary**:

- OCCMC is the business development, along with marketing and communications, arm of UKEF. The division proactively seeks new business opportunities to support UK exporters, executes marketing campaigns and coordinates departmental communication. These activities require continuous engagement with stakeholders both in the public and private sector in the UK and overseas.**Job description**:
The Executive Assistant plays a key support role both at Divisional and Departmental level, carrying out secretarial / logístical support tasks on behalf of Origination, Client Coverage, Marketing and Communications Division so they can spend maximum time meeting their objectives set within the Operational Plan. This, in turn, ensures the OCCMC and UKEF can meet its objectives.

The Executive Assistant is responsible for providing secretarial and logístical support to Senior Management in the Origination, Client Coverage, Marketing and Communications (OCCMC) division. The Executive Assistant also acts as the Travel Co-ordinator for the OCCMC and co-ordinates travel across other Divisions within UKEF where joint visits are being made.

**Person specification**:
The Executive Assistant has significant contact with staff at all levels in the OCCMC and other key areas of UKEF and its external stakeholders, whilst also ensuring they effectively support the business outcomes of the OCCMC. The Executive Assistant role requires a large amount of autonomy. They need to be particularly adept at prioritisation, often having to work with very little guidance from their busy Managers. They also deal with a range of issues in respect of the management of diaries and inbox management pressures, organising meetings, appointments and events. They are expected to be able to make objective decisions, using sound judgement, evidence and knowledge when delegating work in their manager’s absence, organising complex travel arrangements and management of all the OCCMC’s invoices submitted by Procurement and Finance Division. Casework activities will be varied but they will be required to use their own judgement in interpreting requests from customers and preparing first drafts of correspondence in response.

Key responsibilities and deliverables in the role are:

- Answering calls and liaising with customers.
- Supporting policy activity, for example through research
- Delegating work to others in the Head of Departments’ absence.
- Diary management.
- Planning and organising meetings.
- Preparing papers for meetings.
- Planning and organising of events.
- Preparing presentations.
- Managing and reviewing office processes.
- Typing documents.
- Arranging travel, accommodation and visas.
- Screening phone calls, enquiries and requests and handling them when appropriate.
- Meeting and greeting visitors at all levels of seniority.
- Liaising with OGDs and other staff.
- Responsibility for processing invoices.
- Assist Head of Departments with budget reforecasting and quarterly business reviews

This list is not exhaustive; you may be required to carry out additional duties according to business need.

The essential criteria is outlined in the person specification within the Information Pack.

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Communicating and Influencing
- Managing a Quality Service
- Delivering at Pace
- Working Together
- Developing Self and Others
- Communicating and Influencing

**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

**Selection process details**:

- This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Ability and Experience.- **Experience**:

- **Ability**:

- **Behaviours**
- **Behaviour** **- **Communicating & Influencing - as evidenced in your 250-word behaviour statement
- **Behaviour - **Communicating & Influencing - as evidenced in your 250-word behaviour statement

If you are successful following the sift stage, you will be invited to an initial interview; this will include the following assessment:

- ** Behaviours/Experience** - a formal panel interview where you will be interviewed across all four behaviours highlighted and your technical ability to successfully carry out the role.
- **Behaviour **- Managing