Personal Assistant

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

- 388573

**Salary**:

- £28,710 - £33,430
- National: £28,710- £29,810
London: £32,220 - £33,430 plus industry leading pension and benefits.
For details of our pay on appointment policy, please see below under the heading ‘Salary’.
- A Civil Service Pension with an employer contribution of 28.97%

**Job grade**:

- Executive Officer

**Contract type**:

- Permanent

**Business area**:

- DEFRA - COO - Digital, Data and Technology Security

**Type of role**:

- Administration / Corporate Support
Digital
Information Technology
Secretarial

**Working pattern**:

- Flexible working, Full-time, Job share, Part-time

**Number of jobs available**:

- 6

Contents

Location

About the job

**Benefits**:
Things you need to know

LocationPlease be aware that space within the London office is restricted and it may not be possible to be based in this location.

About the job

**Job summary**:
Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Digital, Data Technology and Security (DDTS) is the trusted team for digital across the entire Defra Group.

We have around 1,200 colleagues across DDTS and our ambition is to make it easier and faster than ever for people to interact with Defra. If you are ready to drive innovation and push boundaries, we want to hear from you. Join us and together we will create a great place for living, and a green and healthy future for all.

**Find out more about DDTS**:
Defra digital, data and technology blog

LinkedIn

Defra Jobs

**Job description**:

- The Personal Assistant (PA) role is challenging and interesting. You will provide comprehensive support to one or more Director/Deputy Directors and their functional leadership teams within Digital, Data Technology and Security (DDTS). It will give you a great chance to have a fundamental impact on how Digital, Data Technology and Security (DDTS) delivers its outcomes. The role also provides the opportunity to gain excellent first-hand experience of senior digital and technology leaders in action.

You will be part of a team of dedicated PA resource that supports DDTS Directors and Deputy Directors, providing a comprehensive secretarial and administrative service.

**Person specification**:
**Responsibilities**
- Manage Director/Deputy Director’s calendar, including arranging meetings, room bookings, and teleconferences, coordinating and booking travel.
- Working with Director/Deputy Director to ensure they are adequately prepared for meetings (e.g. preparing briefing packs).
- Take notes of Director/Deputy Director meetings and discussions.
- Act as first point of contact for colleagues and stakeholders, managing enquiries and giving a professional response.
- Ensure effective record keeping, including managing directories of electronic files, archiving and administration of various team sites.
- Working effectively as a member of the wider Secretariat Team to maintain a core level of service, help and support other colleagues through the sharing of experience and best practice, and providing cover when required.
- Supporting Director/Deputy Director with other specific work as required.

**Skills and Experience**
- Strong interpersonal skills and the ability to form close working relationships with colleagues at all levels to gain their trust and influence them to do things they may not want to do.
- Excellent organisational skills, with an ability to manage conflicting demands, keeping focus and swiftly reprioritising so that sudden changes do not adversely impact on your delivery.
- Excellent MS Office skills, including strong proficiency in the use of Outlook, plus other collaborative tools.
- Ability to operate with discretion.
- Proven background in supporting a senior manager / head of a sizeable organisation / delivery of particular project or service.
- Experience of working in a large and complex organisation.

**Selection process**

The Civil Service marks each element of the selection process on a merit basis. You can visit the gov.uk website for further information on the Civil Service rating scale.

Ensure you have tailored your CV and your Personal Statement to the 'responsibilities' and 'skills and experience' section of the job advert by providing examples on how you are suitable for the role. You may find the STAR method helpful when writing your personal statement.

For further information on STAR, you can check out our hints and tips document.

**Application**
- A CV.
- A 500-word Personal Statement: Referring to the 'skills and experience' sections of the job advert, please demonstrate how you are suitable for the role by providing relevant examples.

**Sift**

Sift will begin shortly after the advert closes.