Job Description

• Manage the Director / Deputy Director's diary on a day-to-day basis and organize meetings as requested. Strategic management of diaries to identify busy periods in the business cycle and monitor their inbox(s) for diary-related emails. Understand the objectives of meetings and priorities against conflicting requirements.
• Handle sensitive information in a confidential manner and manage the Director / Deputy Director's inbox to priorities work effectively.
• Work with leads across the finance function to coordinate ministerial correspondence, ensuring the necessary approvals have been completed and that the statutory deadlines are met.
• Secretariat to Senior Leadership Team (SLT) and/or board meetings as required, maintain a forward plan of agenda items, draft agendas, commission papers and circulate in good time. Attend the meetings, drafting accurate minutes and actions, track progress against actions. Prepare meeting papers for the Director / Deputy Director, ensure they have all information required for all meetings in their preferred format. Source briefing for meetings where required.
• Work cohesively and in a joined-up way with the PA network, with other PAs in the Business Support Team and more widely with other PAs across the department. Provide high quality customer service in line with departmental expectation. Ensure that all information for customers is accurate, timely, clear and easy to understand and that all dealings with customers are professional positive and respectful.
• Take active part in the Business Support Team and take responsibility of group wide activities. Support the improvement of internal procedures and systems, identifying opportunities for innovation and continuous improvement.
• Fully commit to your apprenticeship training and development.

Responsibilities

You will be managing busy diaries, prioritizing and organizing the SLTs time to ensure they meet their objectives. You will attend provide secretariat support to board / committee meetings as required, being responsible for the forward look, minutes and action recording.
You will handle sensitive information within the Director / Deputy Directors inboxes in a confidential manner. You will coordinate responses to ministerial correspondence, ensuring that the request is dealt with appropriated, with the relevant approvals by the statutory deadlines.
You will actively take part in finance activities across the function, supporting opportunities for innovation and continuous improvement.
Behaviors

We'll assess you against these behaviors during the selection process:

• Managing a Quality Service
• Delivering at Pace
• Seeing the Big Picture
• Working Together
• We only ask for evidence of these behaviors on your application form:

• Managing a Quality Service

Benefits

Applicants currently holding a permanent post in the Civil Service should note that, if successful, their salary on appointment would be determined by the Department’s transfer / promotion policies.

Required Knowledge, Skills, and Abilities

Essential skills and experience required for the role: Have previous experience of managing a busy diary. Good communication skills (written and verbal). Excellent organization skills, with the ability to priorities tasks and work under pressure. Provide excellent customer service. Be IT literate – use of Microsoft products.