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* Gain valuable skills and progress your career
* Diverse and inclusive employer with active social mobility policies
Hours of Work: 9 to 5, Monday to Friday
Job Duties:
The post holder provides the Permanent Secretary with an efficient, effective, and responsive secretarial support service. Main activities include:
1. Diary management to optimize the Permanent Secretary's time;
2. Managing invitations received, allocated via the Knowledge Network System, and responding promptly;
3. Maintaining inboxes by monitoring, filtering, prioritizing emails, and handling correspondence using Knowledge Network and Content Manager;
4. Arranging meetings, circulating materials, and coordinating hospitality, parking, security, and escort duties as needed;
5. Preparing papers and briefing materials for meetings;
6. Answering and vetting incoming calls, responding or redirecting as appropriate, and taking messages;
7. Tracking responses and liaising with officials to follow up on outstanding cases to meet deadlines;
8. Typing, compiling, and issuing emails, letters, acknowledgements, and circulating documents on behalf of the Permanent Secretary, including from audio tapes and manuscripts;
9. Building and maintaining good working relationships with the Minister’s Private Office, Press Office, senior officers, and their teams;
10. Supervising administrative staff within the Office of the Permanent Secretary, providing advice on systems and procedures;
11. Performing other ad hoc tasks as required, sometimes at short notice.
Minimum Requirements:
* 5 GCSEs including Maths & English and 2 A-Levels or equivalent (certificates required);
* Effective communication skills for engaging with colleagues at all levels;
* Strong organizational skills with the ability to prioritize and adapt;
* Ability to work independently, under pressure, and meet tight deadlines;
* Problem-solving skills to interpret and analyze information;
* Collaborative approach to building supportive relationships;
* Knowledge of management principles and administrative processes, including GDPR compliance;
* Proficiency in Windows applications such as Word, PowerPoint, Project, and Excel.
Hours of Work: 9 to 5, Monday to Friday
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