secretary
4 the last 82 days, recently 2023-01-26
Responsibility
- as Senior Private Secretary you will provide direct support to the newly appointed Director of Science and Technology
- managing and organising the day-to-day logistics of the Director’s diary and international travel, including meetings and briefings
- organising and delivering high quality, efficient and effective support services that meet the Director’s and the Directorate’s business objectives
Show more +22 - act as the Secretariat for SLT meetings
- support the Strategy and Operations Team’s delivery against business objectives
- this is a challenging and highly rewarding role that requires a highly motivated individual
- produce effective written communications for a range of stakeholders
- you will have considerable autonomy and wide-ranging personal responsibility in the role, acting as a representative of the Director amongst staff and as a go to person for steers and decisions
- you will possess a big picture view, offering opinions and adequate challenge on a wide variety of topics the Director needs to consider
- you can expect a fast-paced, dynamic and varied job, offering insight into the workings of the Department and wider Whitehall
- at times you will be required to deal with sensitive issues – you will act with diplomacy and maintain confidentiality at all times
- building strong working relationships with key internal contacts and external stakeholders
- you will deliver a highly effective and resilient Private Office operation, leading and managing a team of four, as well as driving forwards a variety of priority projects as they arise
- this is an excellent opportunity to gain a Director’s-eye view and to learn from an experienced leader
- being key player of the Business Support Team and taking on team support for other corporate responsibilities when necessary
- you will join an effective group of Senior Private Secretaries spanning DIT’s Exports and UK Trade group who work together as a collaborative and supportive team
- take responsibility for commissioning work and actions on behalf of the Director for upcoming meetings to timescales that allow for successful delivery
- ensure that any commissions and requests which come into the Director’s inbox get to the relevant lead as quickly as possible
- the role requires a combination of very strong judgement, outstanding ability to prioritise and organise, adaptability, excellent written and verbal communication and interpersonal skills
- keep informed, through discussion with Directors and others, of live and forthcoming issues so that you can spot linkages between activities and plan activities in the diary effectively
- leading on general queries which come in from the business
- you will work well under pressure and be able to process information quickly and liaise effectively with a wide range of stakeholders
- please be aware that this role can only be worked from within the UK and not overseas
- maintain a comprehensive electronic filing system and an up-to-date relevant contact list
- arranging and attending internal & external stakeholders’ meetings, collating relevant meeting papers and assembling packs in advance, taking minutes, and ensuring effective follow up on actions
Requirements
- all security clearances require you to provide evidence of your UK footprint where you have been physically present in the UK
- have the ability to plan, organise and work well under pressure – managing conflicting demands effectively
- previous experience of working with and directly supporting senior leaders in a large organisation, private office or similar environment
Show more +41 - an ability to work in a pressurised, fast-paced environment, involving high levels of personal organisation
- experience working within international trade and / or Private Office is desirable but not essential
- proven record of personal effectiveness
- background in science and/or technology is desirable
- understanding of the role of a Private Office
- UK criminal records covering both spent and unspent criminal records
- nationals of Commonwealth countries who have the right to work in the UK
- the requirement for SC clearance is to have been present in the UK for 3 of the last 5 years
- have the ability to learn quickly and work autonomously and within a team
- strong communication skills , and be comfortable using these skills with a range of audiences
- line management experience is desirable but not essential
- we are looking for someone who has the personal effectiveness to deliver outcomes in a fast paced and sometimes pressured environment
- strong communication and engagement skills including confidence and credibility with senior officials
- experience working with diaries and inboxes; including the management and cascading of information to relevant parties in a timely manner
- you will work collaboratively, quickly building successful and influential relationships with colleagues in the business
- your credit and financial history with a credit reference agency
- nationals of the Republic of Ireland
- you will be confident in working with senior stakeholders and support them in a considered and professional manner
- an ability to juggle multiple pieces of work at one time
- you are also able to learn quickly and take the initiative
- security Services records
- you will get things done, demonstrating excellent prioritisation skills and a business-minded approach to completing outcomes and learning from delivery
- highly organised and flexible, able to prioritise and manage multiple demands and operate in a busy and changeable environment
- strong drafting skills, able to produce papers, submissions, and reports
- you will communicate effectively to inspire colleagues and stakeholders to achieve desired outcomes
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- experience of leading diverse teams, empowering and developing staff and delivering through others
- have an ability to use sound judgement and examine information in order to provide advice to stakeholders
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
- commitment to personal development
- have effective and confident communication skills – an ability to liaise with staff at all levels effectively and communicate with clarity and confidence
- you will be highly organised, flexible and resilient, able to plan, organise and work well under pressure – managing conflicting demands and the multi-faceted elements of this role effectively
- you will have effective and confident communication skills – an ability to liaise with staff at all levels effectively and communicate with clarity and confidence
- further information on nationality requirementsThis job is broadly open to the following groups:UK nationals
- further information on nationality requirementsThis job is broadly open to the following groups: UK nationals
- ability to build and maintain effective working relationships and persuade and influence across a range of diverse stakeholders, including on sensitive and complex issues
- have the ability to learn quickly and work autonomously and within a team – exercising sound judgement and taking the initiative, at times self-teach and prioritise to ensure smooth running of the private office
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme
- ability to think creatively to get to the heart of a problem and propose practical solutions which meet a range of requirements
- you have a strong interest in and focus on continuous learning for yourself and others, and be open to learning, keeping your knowledge and skills set current and evolving
- have an ability and willingness to work flexibly across all areas of the Department as required, supporting, and collaborating with colleagues on various issues and a broad range of tasks, as well as being able to operate independently and lead on some areas of work
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