Details
Reference number
427566
Salary
£28,710 - £33,430
National: £29,715 - £30,705
London: £33,350 - £34,435
For details of our pay on appointment policy, please see below under the heading 'Salary'.
A Civil Service Pension with an employer contribution of 28.97%
GBP
Job grade
Executive Officer
Contract type
Permanent
Business area
DEFRA - COO - Finance
Type of role
Administration / Corporate Support
Secretarial
Working pattern
Flexible working, Full-time, Job share, Part-time
Number of jobs available
1
Contents
* Location
* About the job
* Benefits
* Things you need to know
* Apply and further information
Location
Birmingham, Bristol, Exeter, London, Newcastle-upon-Tyne, Reading, York
About the job
Job summary
This role sits within the Finance team and is working directly with two Deputy Directors that manage areas within the directorate.
Defra group Finance (DgF) is an innovative, award-winning team full of talented, professional people. We are passionate about delivering a high-quality finance service to help Government achieve the best possible value for Taxpayers' money.
We are looking for a talented and enthusiastic team player to fill the role as an Executive Assistant to two Deputy Directors. You will have the ability to quickly develop a great rapport with other Executive Assistants who also support senior colleagues across the business. You will need to make a positive impact and be recognised for your organisational skills and knowledge of your role.
You will be experienced in working with colleagues at all levels of hierarchy and will possess the excellent organisation and administration skills required to effectively undertake diary, inbox and business management activities. We will support you to become competent in the use of software applications including communication and collaboration tools such as Microsoft Outlook, Teams, One Drive and SharePoint platforms as well as other tools such as Microsoft Word, Excel and PowerPoint enabling you to produce high quality documents and presentations.
Job description
As an Executive Assistant you will provide crucial secretariat support two Senior Civil Servants (SCS). Your calm and organised approach will ensure the efficient running of the Director's/Deputy Directors' day to day business as well as contributing to the overall effectiveness of the wider Executive Assistant community.
Key responsibilities include
* Diary management
Handling and prioritising meeting requests, dealing with a wide range of individuals at all levels across the Department
Ensuring that the diary is aligned with the SCS' short and long term priorities
Ensuring that necessary arrangements (room bookings, travel) are in place
Ensuring the SCS has all papers in advance of meetings where these have been provided
Acting as first point of contact for the SCS(s) you support for advice, enquiries and information
Monitoring progress for responses to communication, prompting and chasing responses where necessary
* Support and, as appropriate, lead on maintaining good team administration and record including:
Updated organisation charts
Ensuring your SCS completes correct starters/leavers processes
Keeping update FTE records
Coordinating updates of team business continuity plans
Maintaining up to date emergency contact lists
* Playing an active part in the driving improvement and professionalisation of the Business Support community – building relationships with other EAs and Private Offices, recommending and implementing new ways of working and best practice
Person specification
Skills Required
* Ability to be able to remain calm under pressure and a flexible approach that allows you to deal with different stakeholders effectively and efficiently
* Excellent time/priority management skills
* Confident with the ability to use own initiative and judgment
* Highly organised, capable of multi-tasking to meet deadlines and able to follow up outstanding items as necessary
* Proficient in Microsoft Office suite of applications e.g. Outlook; Excel; Word, PowerPoint, Teams, SharePoint and One Note
* Effective communication skills, both orally and in writing
Experience needed - Relevant experience in a similar EA or business administration role
Behaviours
We'll assess you against these behaviours during the selection process:
* Managing a Quality Service
* Delivering at Pace
* Communicating and Influencing
* Seeing the Big Picture
Benefits
Alongside your salary of £28,710, Department for Environment, Food and Rural Affairs contributes £8,317 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 and Experience.
Application Process
A part of the application process, candidates are asked to complete a CV and Personal Statement (no more than 750 words) on how your skills and experience meet the job descriptions and skills required. Further details around what this will entail are listed on the application form.
Sift and interview dates to be confirmed.
Interview
If successful at application stage, you will be invited to interview where you will be assessed on Behaviours.
A presentation or additional exercise may also be assessed.
Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.
Location
As part of the pre-employment process for this post, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s).
Where the location is 'National' the successful appointee should discuss and agree an appropriate contractual location in line with both Defra's location policy and site capacity, prior to proceeding with pre-employment processes.
Successful applicants currently employed by the hiring Defra organisation for this post may choose to remain in their current contractual location or may choose to change contractual location to one of those listed above. This should be discussed and agreed prior to proceeding with pre-employment processes.
The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations.
Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.
The successful candidate is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time.
Defra includes the core department, APHA, RPA, Cefas and VMD.
Salary
New entrants to the Civil Service are expected to start on the minimum of the pay band. The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Childcare Vouchers
Any move to Defra from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.
Merit Lists
Where more than one location is advertised, candidates will be appointed in merit order for each location. You will be asked to state your location preference on your application.
Visa Sponsorship Statement
Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.
Criminal Record Check
If successful and transferring from another Government Department a criminal record check may be carried out.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.
However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre- stating the job reference number in the subject heading.
Internal Fraud Database Check
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 applicant's 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.
NSV
All of these posts require the successful candidate to hold basic security clearance. Candidates posted to London may be subject to a higher level of clearance because of the security requirements for that location. Job offers to these posts are made on the basis of merit. Security vetting will only take place after the receipt of a job offer.
For further information on National Security Vetting please visit the Demystifying Vetting website.
Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter
Reasonable Adjustment
If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.
If you need a change to be made so that you can make your application, you should:
Contact Government Recruitment Service via as soon as possible before the closing date to discuss your needs.
Complete the 'Assistance required' section in the 'Additional requirements' page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you're deaf, a Language Service Professional.
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.
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
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.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).
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 : Melissa Williams (Chief of Staff)
* Email :
* Telephone :
Recruitment team
* Email :
Further information
If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email:
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here