Details
Reference number
424650
Salary
£41,500 - £45,294
A Civil Service Pension with an employer contribution of 28.97%
GBP
Job grade
Higher Executive Officer
Contract type
Fixed term
Length of employment
12 Months
Business area
Digital, Data and Technology
Type of role
Other
Working pattern
Flexible working, Full-time
Number of jobs available
1
Contents
* Location
* About the job
* Benefits
* Things you need to know
* Apply and further information
Location
Westminster, London
About the job
Job summary
We are going through an exciting period of transformation and growth, and our ambition is that the Digital, Data, and Technology (DDaT) Directorate plays a central role in all aspects of UKEF life going forward, driving everything from our ways of working, to how we engage with our customers.
The Directorate is headed by the Director of DDaT. The scope of the role is wide ranging and exciting, from enhancing our fintech capabilities through to our internal ways of working. The DDaT Directorate is a key delivery partner for realising the ambitions set out in our business plans.
The two divisions in DDaT:
* Digital and Data: Responsible for our front-end digital delivery, introducing agile and user-centred design to the department, as well as our data team who provide the management information that we need to manage our business
* Technology: Responsible for the core technology operations and development which support our department's work. This includes laptops, mobiles, software, connectivity, and hardware needed for everyone's work.
Job description
The Office Manager role combines PA support for the Director of DDaT with overall responsibility for the smooth and efficient running of the Directorate.
The main responsibilities will include:
* PA support, especially for diary, expenses, travel, and administration
* Ensuring senior leadership actions are noted and implemented
* Managing cross-DDaT initiatives which bring the Directorate together
* Ensure the Directorate is up to date with key duties such as risk, audit actions, budget reviews, health and safety, business processes, operational planning, and records management
* Managing the process of preparing Directorate papers
Office Administration Tasks: - to support the Director of DDaT with general administration to ensure the smooth and efficient running of the Division, including:
* assistance with budget administration;
* preparation of and updating DDaT operational plans, audit actions, assurance actions, and risk registers, monitoring progress with plans and devising strategies to deal with delays and to find solutions to operational problems;
* liaison with Executive Committee and Board Secretariat and Chief Executive Private Office whilst managing the process of preparing Directorate papers for Executive Committee and governance Boards;
* arranging and attending senior management meeting to ensure outcomes / actions are recorded. Ensuring senior leadership actions are noted, tracked and implemented;
* leading on DDaT business processes to ensure they are recorded and reviewed in line with UKEF policy
* proactively maintaining the gifts and hospitality register, managing attendance by all DDaT colleagues at events to ensure compliance with Departmental and Divisional policy;
* assisting line managers with absence management processes including sickness and holidays; and
* other administrative tasks and assistance with project work as required for the smooth running of the Directorate as required.
* to arrange travel, hotel accommodation and overseas flights for the Director of DDaT and the DDaT division.
* To arrange office days and awaydays for the division and for the senior leadership team
PA tasks:
* General PA tasks - personal provision of comprehensive secretarial support to the Director of DDaT, including daily diary management, management of emails and organisation of papers for meetings.
* in addition, managing Director of DDaT's inbox, correspondence, documentation and meetings of sensitive nature of with integrity and in confidence, as there are some matters that no other individual in the organisation including the CEO will be allowed to have knowledge of;
* assisting Director of DDaT with HR system reporting and management for all members of the Directorate and maintaining confidence of the contents of individual HR records of team members (e.g. performance grades).
Key Departmental Roles:
* Supporting the DDaT SCS and SLT team where required
* Managing cross-DDaT initiatives which bring the Directorate together
* Departmental Records Management Officer
* IT Liaison Officer; and
* Divisional Risk Champion
* Point of Contact for People Survey
* Information Coordinator
* Travel Coordinator
The Office Manager role is a 12-month fixed term contract with the possibility to extend.
This list is not exhaustive; you may be required to carry out additional duties according to business need.
Person specification
Essential
Qualifications
* 5 GCSEs, or equivalent, including English and Maths or substantial relevant work experience (A)
Knowledge
* Intermediate knowledge of Microsoft Word and Outlook. (I,T)
* Including: Mail merge, formatting, use of styles, tables, collaborative working
* Including Diary management, scheduling, task management, use of categories
* Intermediate Knowledge of Microsoft Excel and PowerPoint. (I,T)
* Use of common financial formulas, V- and HLookup, conditional formatting, data validation.
* Animations, collaboration, use of formatting tools and design tabs.
* Confident in Microsoft Teams use (I,T)
* Use of teams to call, organise meetings, manage team membership, post in chats, add- or remove- apps, use of approvals.
Skills/Ability
* Accurate written communication skills. (A,I,T)
* Numeracy sufficient to update forecasts and budgets in an intelligent manner. (I,T)
* The ability to think things through and exercise initiative. (A,I)
* The ability to deal with ambiguity and anticipate requirements and prioritise work from multiple sources. (I,T)
* Good interpersonal skills. (I)
Experience
* PA experience supporting senior managers. (A,I)
* Experience of managing administration needs of an office. (A,I)
* Experience of working on large complex documents e.g. contracts or project documents. (A,I)
* Experience of working independently and as part of a team. (A,I)
Other requirements
* Initiative and enthusiasm to achieve efficiencies through using digital solutions in line with the Government's digital by default agenda. (A,I)
Desirable
Qualifications
* A-levels or other higher education qualifications
Knowledge
* Intermediate knowledge of SharePoint and other digital applications
* Use of version control and publishing, creation of document libraries, creation and maintenance of SharePoint lists as data sources, understanding of membership and permissions
Skills/Ability
* The ability to supervise other administrative staff across the full range of work.
Experience
* Experience of budget management, management of operational plans and risk registers.
* Experience of working -in a digital, design and technology office.
* Experience of carrying out corporate roles (e.g. IT liaison, risk champion).
* Experience of managing others
Qualifications
• 5 GCSEs, or equivalent, including English and Maths or substantial relevant work experience
Behaviours
We'll assess you against these behaviours during the selection process:
* Delivering at Pace
* Communicating and Influencing
* Making Effective Decisions
* Managing a Quality Service
* Working Together
Technical skills
We'll assess you against these technical skills during the selection process:
* A work-based exercise that will be completed ahead of the interview. Details will be provided to those candidates successful following the sift.
Benefits
Alongside your salary of £41,500, UK Export Finance contributes £12,022 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
* Learning and development tailored to your role
* An environment with flexible working options
* A culture encouraging inclusion and diversity
* A Civil Service pension with an employer contribution of 28.97%
Things you need to know
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Ability, Experience and Technical skills.
All applications will be sifted against our essential criteria outlined in the personal specification. In addition to this, applicants will also be asked to complete an on-line ability test, this must also be completed prior to the deadline for your application by Thursday 4th September at 23:55.
* Qualification - 5 GCSEs, or equivalent, including English and Maths or substantial relevant work experience
* On-line ability test - Civil Service Judgement Test - must be completed by Thursday 4th September at 23:55
* Statement of suitability - you should fully articulate in 500 words how you meet the essential criteria outlined in the person specification within the Information Pack.
For the initial sift your application will be evaluated against:
* Experience - CV and Statement of Suitability
* Ability - Civil Service Judgement Test - must be completed by Thursday 4th September at 23:55
In the event of large number of applications there will be a pre-sift on the following criteria:
* Accurate written communication skills.
* PA experience supporting senior managers.
If you are successful following the sift stage, you will be invited to an initial interview; this will include the following assessment:
* Behaviours/Strengths/Experience - a formal panel interview where you will be interviewed across the two behaviours highlighted and questions on the below strengths linked to the three behaviours outlined below;
* Behaviour – Delivering at Pace
* Behaviour – Communicating and Influencing
* Behaviour - Making Effective Decisions – mapped across to Strength; Analytical
* Behaviour - Managing a Quality Service – mapped across to Strength; Organiser and Efficient
* Behaviour - Working Together – mapped across to Strength; Relationship Builder
* Technical - a work-based exercise that will be completed ahead of the interview. Details will be provided to those candidates successful following the sift.
Details of interview panel members will be e-mailed to all successful candidates who are invited for interview.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check .
See our vetting charter .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This job is broadly open to the following groups:
* UK nationals
* nationals of the Republic of Ireland
* nationals of Commonwealth countries who have the right to work in the UK
* nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
* nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
* individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
* Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements
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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .
Apply and further information
This vacancy is part of the Great Place to Work for Veterans initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job contact :
* Name : UKEF Recruitment Team
* Email :
Recruitment team
* Email :
Further information
Should you have a complaint or wish to raise any concerns regarding the recruitment process, please e-mail your complaint to the Head of Pay and Resourcing (UKEF) at and include "Complaint" in the subject heading. Should you remain dissatisfied following UKEF's investigation then you can refer your complaint to the Commission -