Personal Assistant

Job summary

Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Digital, Data, Technology and Security (DDTS) is the trusted team for digital across the entire Defra Group.

We have around 1000 colleagues across DDTS and our ambition is to make it easier and faster than ever for people to interact with Defra. If you are ready to drive innovation and push boundaries, we want to hear from you. Join us and together we will create a great place for living, and a green and healthy future for all.

Find out more about DDTS:

Defra digital, data and technology blog

LinkedIn

Defra Jobs

We are Government Digital and Data Candidate Information Pack V3 - 1

Job description

The Personal Assistant (PA) is a key role in our team, providing high quality, effective and proactive support to the Chief Digital Information Officer (CDIO). You will be accountable for managing the CDIO’s diary, correspondence, inbox and travel, as well as ensuring they have everything they need to work effectively. You will also provide administration and project support when required within the wider private office.

The successful candidate will be exceptionally organised, have a keen eye for detail and be able to keep many plates spinning. You’ll be calm and controlled under pressure, have excellent judgement and confident in helping other team members to prioritise.

This is an exciting role at the centre of the organisation, working directly with the CDIO in a dynamic and fast paced private office team.

Person specification

Responsibilities:

• Delivering high quality administrative support, including diary and mailbox management, meeting logistics, arranging travel and managing correspondence.
• Working with the private office team to ensuring the CDIO is well prepared for each day, anticipating their needs and ensuring all diary details are correct, day packs are prioritised and up to date, and papers and briefings are available on time and in the correct format.
• Handling and responding to internal and external queries effectively, autonomously, and accurately representing views of the chair.
• Maintaining administrative systems and databases, in line with organisation-wide policies where appropriate, to enable effective team working and information management.
• Building effective working relationships with external stakeholders and maintaining the highest standards of professional and effective communication, while handling sensitive information with discretion.
• Supporting in meetings where required, drafting and circulating agendas and minutes promptly, and following up efficiently and robustly on outstanding actions.
• Maintaining a strong understanding of the CDIO’s priorities and the wider context in which DDTS operates, to effectively prioritise the CDIO’s time and the work of the team, while effectively escalating risks.
• Demonstrating a commitment to continuous improvement, identifying and progressing improvements to administrative systems and team ways of working.

Skills and experience:

• Strong written and verbal communication skills, with the ability to work effectively with internal and external stakeholders at all levels.
• Ability to work accurately in a fast-paced environment and deliver to a high standard under pressure, with a keen attention to detail.
• Ability to take the initiative, exercise judgement and make effective decisions aligned with the strategic priorities of a senior leader.
• Strong organisational skills, with the ability to prioritise efficiently and juggle multiple tasks in the face of competing demands.
• Resourceful in resolving scheduling conflicts and addressing operational challenges.
• Highly proficient with Microsoft Office (or equivalent software suite) and managing information in a hybrid team.
• Experience of working in an environment with a complex range of internal and external stakeholders with competing interests.
• Previous experience of supporting a senior leader in a private office.

Selection process

The Civil Service marks each element of the selection process on a merit basis. You can visit the gov.uk website for further information on the Civil Service rating scale.

Ensure you have tailored your CV and Personal Statement to the 'skills and experience' section of the job advert by providing examples on how you are suitable for the role using the STAR method.

Please ensure you demonstrate clearly, within your personal statement, how you meet these requirements, as the information you provide will form a key part when the panel is scoring your application.

For further information on STAR, you can check out our Hints and Tips document.

Application process

As part of the application process, you will be assessed on your experience. This will be evaluated by looking at your CV and personal statement, so please provide the following and ensure your experience is clearly demonstrated:

A CV
A 750-word Personal Statement: Referring to the 'skills and experience' sections of the job advert, please demonstrate how you are suitable for the role by providing relevant examples.

Further details around what this will entail are listed on the application form.

Sift

Sift will begin shortly after the advert closes.

Should there be a large number of applications, an initial sift will be conducted using your personal statement. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment or interview.

Interview

If successful at sift, you will be invited to an interview where you will be assessed on the Behaviours listed below, as well as Strengths.

Interview dates are to be confirmed. Please note that these may be subject to change.

Interviews will be held virtually on Microsoft Teams.

For further information on Success Profiles, you can visit the links below and watch our videos on DefraJobs.