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Knowledge and Information Management
Secretarial
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About the job
Job summary
We recognise the challenges that people with protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including ethnic minorities, people with a disability, and people with gender diverse identities.
Are you very well organised and proactive?
Can you build solid working relationships with internal and external stakeholders?
Do you have excellent communication skills and the drive to deliver excellent service?
If so, wed love to hear from you!
Job description
We are looking for enthusiastic self-starters to provide direct Executive Assistant (EA) and administrative support to Deputy Directors (DDs) within the Department for Transports (DfT) Aviation Directorate.
The Aviation Directorate is responsible for the Governments work on aviation, supporting its objectives to grow the economy, increase our global impact and reduce environmental impacts of aviation. We champion aviation across HMG, set the framework for new aviation capacity and effective use of existing capacity. We ensure that aviation will play its role in the Governments ambition in relation to climate change and that airports play their part in the UKs levelling up agendas while supporting its transition to a new normal (post-Brexit, post-COVID-19).
The post holder will be part of a team of EAs who deliver high quality support to Deputy Directors within the Aviation Directorate. The division holds policy responsibility for a range of areas of aviation that are, either a top Ministerial priority or provide science and technology evidence and advice to policy teams. There will also be the opportunity to assist with the wider work of the Directorates business support teams who are responsible for the Directorate finances and resource management.
This role is perfect for dedicated and enthusiastic self-starters who will thrive in a fast-paced and dynamic work environment, balancing competing demands and delivering to challenging timetables.
Responsibilities include but are not limited to:
- Preparing all diary logistics, including paperwork and briefing material, ensuring that the Deputy Directors are in the correct location, with the correct papers and aware of upcoming appointments.
- Managing the DDs schedule and arrange meetings to ensure enough time for priorities, travel, desk-time and breaks and arranging travel and accommodation when necessary. Suggesting delegation of meetings where necessary.
- Commissioning briefings for meetings and ensuring colleagues are aware of potential items for discussion.
- Supporting Senior Leaders (SLT) meetings by drawing up agendas, circulating papers, minuting/recording and tracking actions and leading on admin issues.
- Support the DDs to meet their obligations on performance management by arranging weekly and quarterly meetings as required.
For further information, please see the attached Role Profile.
Person specification
About you:
Excellent organisational skills are required and you will be able to manage and filter workflow as well as organise and prioritise your work to maximise productivity and achieve all deadlines. You will be highly adaptable and flexible, adjusting to the requirements of the role.
We are looking for someone who has exceptional communication skills and can express themselves in a confident and concise manner with colleagues at all levels. You will represent the department both professionally and clearly, ensuring key messages are delivered to both internal and external stakeholders in a timely fashion. You will have good drafting skills with the ability to produce high quality documents.
Additional Information:
A minimum of 40% of your working time should be spent at your principal workplace, although requirements to attend other locations for official business, or carry out detached duty in another DfT workplace, will also count towards this level of attendance.
Occasional travel to other DfT offices will be required.
Behaviours
We’ll assess you against these behaviours during the selection process:
Benefits
Things you need to know
Selection process details
When considering applying please look at how your experience relates to the role, and within your CV and Personal Statement please provide detailed evidence of your experience of the following:
- Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
- Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
- Take responsibility for delivering timely and quality results with focus and drive.
- Identify who and what is required to ensure success, set clear goals and areas of responsibility and continually assess workloads considering individual needs.
Please fully utilise the 1000-word count when completing your personal statement.
The sift is due to take place from Thursday 16th November 2023.
Interviews are likely to be held from Friday 8th December 2023.
We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.
The selection process will be designed specifically for the role. As a result, your assessment will include:
- An Interview
This interview will be conducted online via MS Teams. Further details will be provided to you should you be selected for interview.
This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.
Youre encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.
The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.
For further information on Success Profiles visit our Careers website.
Reasonable Adjustments
As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.
Complete the Assistance required section in the Additional requirements page of your application form to tell us what changes or help you might need during the recruitment process. For instance, you may need wheelchair access at an interview, or if youre deaf, a Language Service Professional.
If you need a reasonable adjustment so that you can complete your application, you should contact Government Recruitment Service via dftrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
Document Accessibility
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the ‘Contact point for applicants’ section.
This job advert contains links to the DfT Careers website. Our website provides useful guidance and information that can support you during the application process. If you cannot access the information on our website for any reason, please email DRGComms@dft.gov.uk for assistance.
Further Information
For more information about how we hire, and for useful tips on submitting your application for this role, visit the How We Hire page of our DfT Careers website. You can find detailed information about the recruitment process and what to expect when applying for a role.
Pre-employment Checking
Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicants details held on the IFD will be refused employment.
A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.
Feedback will only be provided if you attend an interview or assessment.
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Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles (opens in a new window).
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Contact point for applicants
Job contact :
- Name : Martin Hau
- Email : martin.hau@dft.gov.uk
Recruitment team
- Email : dftrecruitment.grs@cabinetoffice.gov.uk
Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website Here
