Purpose of Job

The purpose of the role will be to provide effective management of email, diary and administrative tasks to the Executive Management Team (EMT) and Deputy Directors (DDs) in a professional, accurate and timely manner.

The Executive Management Team (EMT) consists of 8 members and 2 DDs. You will support the EMT and DDs on a range of meetings ensuring an accurate account of discussions held/actions agreed are captured. You will also be responsible for providing directorate level operational support to assist the DD in their duties and responsibilities. You will also be responsible for collation of returns ensuring deadlines are met.. You will be expected to work with minimal supervision and at times will be called upon to make decisions in areas such as how to deal with emails in the absence of/and on behalf of the EMT, whether to accept/decline/delegate meeting invitations.

The post holder will be expected to manage their own time and performance, reporting to the Business Manager.  

Duties and Responsibilities         

E-mail and diary management

• Open, read and action/signpost or delegate e-mails as appropriate, drawing attention to high priority e-mails and deadlines.
• Monitor and chase replies, respond to general queries and requests
• Archive / file old emails appropriately
• Monitor the Executive Support Team mailbox when required and provide advice and guidance where necessary.
• Arrange travel and accommodation as requested ensuring relevant policies are adhered to.
• Manage diary ensuring invites are accepted/declined and apologies provided balanced against the need for time to work within the relevant Executive’s diary
• Arrange meetings/events/workshops/back to the floor sessions as requested by the EMT.
• Hold regular 1:1 diary/email meetings with respective EMT.
• Respond to telephone calls on behalf of the EMT in a courteous and professional manner. Taking messages and giving advice as appropriate to the caller.   Ensure that urgent messages are relayed in a timely manner.
  

Support to Meetings, Projects and directorate

• To support meetings when required by the Chief Executive and Executive Team and to support meetings under the Governance Structure where necessary to provide cover.
• Ensure that agenda/papers are sent out prior to meetings and take accurate minutes and circulate these following the meeting as requested by the EMT team within agreed timelines.
• Tracking and monitoring action points from meetings, ensuring that outstanding items are bought to the attention of the Exec and/or delegated for completion as appropriate. To ensure that the actions are completed by deadline. An update on outstanding actions to be provided to the Exec/DD prior to the next relevant meeting
• Assist the Board Secretariat with administrative duties when required for any meetings requested by the Chief Executive/Executive Team.
• To schedule meetings, accepting and declining invitations and liaising with other meeting organisers, ensuring that all attendees are available. Booking meeting rooms and organising hospitality if appropriate and supporting the administrative assistants with this task.
• To support planning, delivery and follow-up of directorate wide events
• Undertake ad hoc projects as agreed with your manager to support the development of team and business initiatives
• To support planning, delivery and follow-up of directorate wide events
• To support accurate recording of information across a Directorate including R&R

Working as a Team

• Review and contribute to how changes can be made to processes within the team to continuously improve the services OPG delivers. Lead and be involved in process mapping sessions, updating and refining job cards, identify, resolve and escalate improvements.
• Participate in team days and wider organisational events ensuring objectives link with the business plan. Make contributions to teams Terms of Reference and objectives ensuring they remain fit for purpose.
• Build effective relationships with colleagues outside own team, across the business and MoJ teams, liaising with them by phone, skype and email. Keeping updated on changes in these areas.
• Provide cover for colleagues when required
  

Diversity and equality of opportunity

• Positively promote and implement diversity and equality of opportunity
• Support and contribute to the aims, objectives and performance of the OPG and your Team.
• Be a role model and visible leader in supporting, inspiring, motivating and coaching colleagues.
• Support all team colleagues in the completion of their role and duties.
• Positively promote and implement diversity and equality of opportunity in all areas of work.
• To become familiar and compliant with all OPG corporate     governance policies.

Health and Safety

• Take reasonable care for own health and safety for the safety of others and abide by OPG Health and Safety procedure.
  

Other duties

• As requested by Executive Support Team Manager, Business Managers or Executive/Deputy Director

Skills

Essential Skills

Excellent IT skills with experience of using Word, Excel, PowerPoint, Outlook.

High command of the English language and good note-taking skills as they will be taking minutes and writing own correspondence.

A highly competent, positive and organised person with proven experience in administrative matters. A confident communicator with energy and enthusiasm able to communicate with people at all levels.

Ability to work without supervision, make appropriate decisions and committed to give a high-quality performance in all aspects of the job.

Tact, diplomacy, capable of using initiative, working to a high standard and able to work as part of a team

Good organisational and project management skills.

Able to work with sensitive information and ensuring confidentiality at all times.

Desirable

Experience of secretariat responsibilities – working as a secretary or personal assistant.

Form of application: CV plus a supporting statement (please use the 'Overall Statement' section of the application) of no more than 750 words setting out how your personal skills, qualities and experience provide evidence of your suitability for the role, with particular reference to the criteria in the person specification. 

Please note, you will not be required to provide competency examples in your application, however you will be tested on competencies during the interview process in addition to the written assessment.

You will be required to provide evidence of the following competencies. Maximum of 250 words per competency example.

Seeing the Big Picture

• Keep up to date with a broad set of issues relating to the work of the Department.
• Develop understanding of how own and team’s work supports achievement of Departmental priorities and delivery of the citizen,
• Focus on the overall goal and intent of what they are trying to achieve not just the task.
• Take an active interest in expanding their knowledge of areas related to own role.
  

Making Effective Decisions

• Demonstrate accountability and make unbiased decisions.
• Examine complex information and obtain further information to make accurate decision.
• Speak with relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed.
• Explain clearly, verbally and in writing, how a decision has been reached.
  

Managing a Quality Service – there will be a written assessment that will form part of the interview that will help assess this competency

• Explain to customers what can be done.
• Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and business.
• Ensure that levels of service are maintained, flag up risks or concerns in order to meet customer requirements.
• Keep internal teams, customers and delivery partners fully informed of plans and possibilities.
  

Delivering at Pace

• Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements.
• Be interested and positive about what they and the team are trying to achieve.
• Take ownership of problems in own area of responsibility.
• Remain positive and focussed on achieving outcomes despite setbacks.

Closing Date: 20th March 2019 at 23:55 hours

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference.