Executive Assistant to the Maritime Director
- Civil Service
- Part Time
- Birmingham
- 32,027
Job Description
Job summary
Can you build effective working relationships and coordinate activities across a range of stakeholders to help deliver business priorities and achieve successful outcomes?
Have you communicated complex or sensitive information to senior leaders and diverse audiences, adapting your approach to ensure clarity, engagement and understanding?
Do you enjoy working in a fast-paced environment where you can use your organisational skills, initiative and problem-solving abilities to manage competing priorities and drive progress?
If so, wed love to hear from you!
Joining our department comes with many benefits, including:
- Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
- 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays a privilege day for the Kings birthday
- Flexible working options where we encourage a great work-life balance.
Read more in the Benefits section below!
Find out more about what it's like working at DFT.
Job description
Your responsibilities will include, but arent limited to:
- Diary management proactively manage the Directors diary to make best use of their time. Develop a strong understanding of the Directorates priorities to identify emerging issues, opportunities and risks, exercise judgement when prioritising engagements, and recognise what needs to be escalated or can be delegated or handled elsewhere.
- Preparing papers making best use of digital technology to ensure that the Director, or deputy, has the required papers or briefings ahead of meetings.
- Secretariat functions identify suitable meeting dates; book meeting rooms; refreshments and equipment; draft outline agendas; coordinate and circulate papers; manage invite lists; take minutes; follow up actions identified in meetings and keep updated action logs.
- Task and priority management - monitor and manage work received through the Maritime Directors Office mailbox, prioritising requests and tracking actions to ensure deadlines are met. Use an understanding of the Directorates priorities to identify issues, opportunities and risks, escalating matters where necessary and directing work to the appropriate person or team.
- Administrative support book travel, accommodation, meetings rooms and refreshments as required; meet and greet external visitors; process the Directors expenses in a timely fashion.
- Networking - developing and maintaining strong relationships with the Director and wider Senior Management Team, their teams and key stakeholders both internally and externally, taking time to understand their preferences, priorities and the work undertaken by the business area.
- Wider team support work flexibly to support the Senior Leadership Team and the Directorate. Proactively contribute to events and activities that support delivery of the wider directorates objectives.
Flexible resourcing
Colleagues are expected to work with a degree of flexibility, meaning responsibilities may change to support priority delivery.
For further information on the role, please read the role profile. Please note that the role profile is for information purposes only - whilst all elements are relevant to the role, they may not all be assessed during the recruitment process. This job advert will detail exactly what will be assessed during the recruitment process.
Person specification
Required experience:
To be successful in this role you will need to have the following experience:
Strong organisational skills with the ability to manage competing priorities, adapt to changing demands, and deliver accurate work to a high standard in a fast-paced environment.
Excellent communication and interpersonal skills, with experience of building effective relationships with senior stakeholders and handling sensitive information with discretion, tact and professionalism.
Ability to work independently, using sound judgement and initiative to resolve issues, prioritise workloads and remain calm, reliable and resilient when working under pressure.
Additional Information
Working hours, office attendance and travel requirements
Full time roles consist of 37 hours per week.
Whilst we welcome applications from those looking to work with us on a part time basis, there is a business requirement for the successful candidate to be able to work at least 30 hours per week.
This role is suitable for hybrid working, which is a non-contractual arrangement where a combination of workplace and home-based working can be accommodated subject to business requirements.
The expectation at present is a minimum of 60% of your working time a month will be spent at either your designated workplace (one of the locations cited in the advert) or, when required for business reasons, in another office/work location/visiting stakeholders. Your designated workplace will be your contractual place of work. There may be occasions where you are required to attend above the minimum expectation.
Occasional travel to other offices will be required, which may involve overnight stays.
If you have a question about hybrid working, part time/job share hours, flexible working, travelling for work, or require a reasonable adjustment, please contact the Vacancy Holder during the recruitment process to avoid possible disappointment later in the process should your working arrangements not be compatible with the requirements of the role (see below for contact details).
Visa Sponsorship
Sponsorship is not offered for this role. Successful applicants must ensure they have and maintain the legal right to live and work in the United Kingdom.
