PA and Business Support
- Civil Service
- Part Time
- Birmingham
- 32,027
Job Description
Job summary
Are you exceptionally organised that thrives in a fast-paced, high-impact environment?
Do you take pride in communicating with clarity and confidence?
Are you energised by juggling multiple priorities and playing a pivotal role in keeping senior leaders and teams operating at their best?
If so, wed love to hear from you!
The directorate supports delivery of DfTs large and complex portfolio of capital infrastructure and transformation projects, focusing on themes such as improving
portfolio management, making DfT a better informed project client and sponsor, ensuring roles and responsibilities in delivery of projects are clear, promoting the right behaviours and culture, and building project management and engineering capacity and capabilities within the department.
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:
- Manage and coordinate the diaries, inboxes and priorities of two Deputy Directors, ensuring effective use of time and timely action on key issues.
- Organise meetings, events and travel arrangements, preparing papers and briefing materials to support informed decision-making.
- Provide proactive business support across the Directorate, working closely with senior leaders and the wider business support team.
- Support finance, budget, procurement and reporting processes, helping to ensure accurate records and effective financial management.
- Coordinate HR and recruitment activities, including interviews, onboarding and maintaining compliance with agreed processes.
- Manage directorate-wide communications, planning activities, information requests, meeting actions and follow-up activities.
- Identify opportunities to improve processes, provide constructive challenge and help ensure actions, deadlines and decisions are effectively tracked.
- Build strong relationships with stakeholders across the Department and government, acting as a trusted point of contact and collaborating with business support networks.
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
You will be required to provide evidence that you hold any essential qualifications/licenses at some point during the recruitment process. If you cannot provide evidence, your application will be withdrawn.
Required experience:
To be successful in this role you will need to have the following experience:
- Strong experience in PA, administrative or business support roles, with the confidence to support senior leaders and manage competing priorities.
- Highly organised, proactive and adaptable, with excellent communication skills and the ability to thrive in a fast-paced environment.
- Uses initiative, takes ownership of tasks, delivers results and maintains exceptional attention to detail under pressure.
- Builds effective relationships at all levels, handles sensitive information with discretion, and provides flexible support across wider business priorities.
Additional Information
Operational Delivery Profession (ODP) is the largest and most diverse professional community across the Civil Service. Many of us will have an association with several professional communities or specialisms, ODP applies to all public facing roles / or a role that is primarily aligned to supporting the work of those with public facing roles. All critical to the delivery of UK public services.
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 34 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.
