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PA and Business Support

2 months ago

Darlington, County Durham, United Kingdom HM Treasury Full time

If you’re interested in making a difference to people’s lives, the Treasury can offer you an exciting opportunity to influence decision making that affects the whole of the UK. Working at the heart of government, we collaborate across government to promote responsible public spending and drive strong and sustainable economic growth


About the Team

The Group Management Services (GMS) is a small friendly team of 9 which sits at the heart of the Group: its smooth functioning is crucial to making sure the Group is provided with quality administrative and business support to three Directors and eleven Deputy Directors and their teams.

This post is an essential part of the GMS team and involve extensive and often complex diary management. There will be lots of scope for flexible working across the full range of GMS functions; opportunities to share your skills with the team plus the possibility of getting involved in development opportunities, including corporate activities and many networks across the Treasury.


About the Job

We are recruiting for a PA to support two members of the EGU Group Leadership team. This is a meaningful role supporting your Senior Civil Servants (SCS) to coordinate their productive and friendly Teams/Groups as well as their inboxes/diaries

.

Key Accountabilities

Personal Assistant part of the role:

  1. Diary management. Lead all aspects of your SCSs’ diary, including proactively plan, manage and coordinate the diary using your professional judgement to line up meetings in the most well-organised way, working with colleagues in order to optimally resolve conflicts, negotiate and allocate time to their priorities.
  2. Preparing documentation. Commission, coordinate and collate briefings, meeting papers and produce daily meeting packs in advance of meetings as required.
  3. Mailbox management using outlook. Develop an efficient system for mailbox management to highlight policy and corporate priorities and filter any irrelevant messages. Actively monitor and help to manage inboxes by identifying and then dealing swiftly with corporate and urgent enquiries.
  4. Manage the director/deputy director’s priorities, anticipate problems, risks, issues and corporate tasks that they will have to deal with and proactively make suggestions about the best way to take them forward.
  5. Build strong, open, collaborative relationships with your SCS and their team to understand their preferences, areas of responsibility and priorities and developing and maintaining positive relationships with their key internal and external partners.
  6. Travel arrangements – Co-ordinate and handle all logistical arrangements for meetings/events to ensure they run efficiently, arrange travel and accommodation when needed taking into account value for money considerations.


For the Business Support element of the role.

7. Provide effective and proactive support to the wider group as part of the GMS and in line with the GMS service level agreement. Tasks may include:

a. ad-hoc project support as advised by the line manager.

b. Administrate authorisation duties on behalf of your D/DD, such as expenses and leave approval.

c. Support wider Group business management including maintaining mailing lists, recruitment campaigns, bonus rounds, performance reviews, business continuity and health and safety.


About You

As a PA you will be self-motivated, flexible, and able to adapt to changing priorities at short notice. You will be highly organised and meticulous across all aspects of your work. You will possess excellent verbal and written communication skills and work collaboratively with internal and external partners. You are expected to work flexibly and closely with others in the GMS to ensure consistent and effective support to the Group Leadership Team.

HM Treasury is proud of a diverse and inclusive work environment, committed to fairness and the promotion of equality of opportunity for all. We know that having a range of experiences, ways of working and thinking makes us a stronger organisation, better at developing policy that is reflective of the communities we serve. We embrace different views and experiences and value the fresh perspective that people from a variety of circumstances bring to the work we do. We welcome applications from candidates who have not previously worked for the Civil Service, mid- and late-career changers with transferrable skills, people from all backgrounds and circumstances regardless of disability, ethnicity, LGBT+ identity and socio-economic status.

Some of the Benefits our people love

  • 25 days annual leave (rising to 30 days after 5 years), plus 8 public holidays and the King’s birthday (unless you have a legacy arrangement as an existing Civil Servant). Additionally, we operate flexitime systems, allowing you to take up to an additional 2 days off each month.
  • Flexible working patterns (part-time, job-share, compressed hours).
  • Generous parental leave and adoption leave packages.
  • A Civil Service Pension which provides an attractive pension, benefits for dependants and average employer contributions of 27%
  • Access to a cycle-to-work salary sacrifice scheme and season ticket advances.
  • A Rental Deposit Advance Scheme to help meet the total costs of deposits for privately rented homes.
  • Access to HM Treasury’s benefits portal allowing you access to a range of discount codes for online shopping.
  • A range of active staff networks, based around interests (e.g. analysts, music society, sports and social club) and diversity