* Proactively managing two Deputy Director inboxes - responding to and reallocating requests, prioritising actions and delegating as appropriate, including in Deputy Directors' absence.
* Putting in place processes to enable Deputy Directors to clear high volumes of submissions on an ongoing basis
* Taking the initiative to commission and prepare work, papers and letters on behalf of Deputy Directors, in support of their policy responsibilities and Directorate leadership.
* Leading co-ordination of SMT meetings, taking responsibility for identifying agendas, and overseeing a range of central requests
* Coordinating Deputy Directors' meetings, arranging travel, flights and accommodation, ensuring these are the most efficient use of Deputy Directors' time as well as value for money. Both DDs are regularly involved in overseas travel as part of their EU exit responsibilities, often at very short notice.
* Leading on diary management and ensuring Deputy Directors and SMT are aware of forthcoming commitments and deadlines and that papers and briefings are prepared for the Deputy Directors each day.
* Regularly review processes and procedures through continuous improvement to make sure that these are efficient and effective in supporting Deputy Directors in their role.
* Assist with wider directorate corporate objectives as and when required. Person Specification:
We are looking for an enthusiastic and confident individual with significant experience as a Personal Assistant to senior level managers.
We would like applicants to have the following skills:
* Strong stakeholder management and communication skills, including experience in dealing with and influencing at SCS level as well as a range of other offices.
* Integrity and experience of dealing with sensitive issues, ideally ones relating to EU Exit.
* Have the personal presence, effectiveness and credibility to operate at senior level across the Department.
* Be self-motivated, highly organised, and able to co-ordinate activity across the unit; working effectively with the team.
* Be able to multi-task, managing a varied workload, prioritising effectively and reacting quickly and calmly to changing circumstances.
* Think imaginatively to deliver to tight deadlines and be willing and able to assist the team wherever needed.
* Be a strong communicator, particularly at senior levels, with excellent written and verbal communication skills.
* Have excellent IT skills (Microsoft Word/Excel/Power Point/Outlook).
* Be flexible and resilient, adapting quickly to new demands and competing priorities to deliver outcomes. About BEIS:
BEIS is a department at the heart of the Government's agenda, with a vision of an economy that works for everyone. We are responsible for developing and delivering a comprehensive industrial strategy and leading the Government's relationship with business; we work to tackle climate change and ensure that the country has secure energy supplies that are reliable, affordable and clean. Our role is vital to lead the Government's vision in a context of momentous change, responding to both the short-term domestic impact of the UK's withdrawal from the European Union and working to define the next stage.
We feel the department has an exciting remit, and we hope you agree. Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
Civil Service pension schemes may be available for successful candidates.Things you need to knowSecurity
Successful candidates must pass basic security checks .Nationality statement
Candidates will be subject to UK immigration requirements as well as Civil Service nationality rules .
If you're applying for a role requiring security clearance please be aware that foreign or dual nationality is not an automatic bar. However certain posts may have restrictions which could affect those who do not have sole British nationality or who have personal connections with certain countries outside the UK.Selection process details
This vacancy is using Success Profiles , and will assess your Behaviours, Strengths and Experience.
As part of the application process you will be asked to complete a CV and personal statement (statement of suitability). Further details around what this will entail are listed on the application form.
Please note that your personal statement should describe your suitability for the role in no more than 500 words.
PLEASE NOTE: This section will allow you to input up to 1200 words but you must only provide 500 words maximum. All information provided beyond 500 words will not be considered as part of your application.
Candidates will be sifted on experience detailed in the CV and the statement of suitability.
The interview will consist of behaviour and strength based questions.
Feedback will only be provided if you attend an interview or assessment.Nationality requirements
Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here .Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .
The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.