Private Secretary Business Officer

Job summary

The Department for Environment, Food and Rural Affairs (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.

Encouraging diverse applicants

We recognise the challenges that people with (multiple) 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.

Location

This role can be based at any Main Defra Policy Hub. You will be expected work in the office at least 60% of the time.

Job description

Water is vital for life - clean, freshwater for drinking and sanitation, providing for farms and industry, creating and sustaining the ecosystems on which all life depends. Yet water is a finite natural resource, facing increasing pressures from climate change and population growth. Defra has been given a mandate to make some once in a generation changes. This is a fantastic opportunity to support leaders who will be delivering reforms that will make a difference to everyone in the country: delivering safe and secure drinking water and a cleaner environment.

You will be part of a small, friendly team working together to provide business administration support. We all have our own directorates to support but work together through sharing issues, providing cover and finding solutions. You will have a clear role of your own to deliver but with a backdrop of help and advice from supportive team members.

As Senior Business Officer you will provide comprehensive Private Secretary support to the Director, ensuring the smooth running of their office and the effective management of diaries, meetings, governance activities and general administrative support. Working closely across multiple teams, you will ensure the Director is kept informed of key developments, and high-priority issues. Through the coordination of meetings, tracking actions and management of Directorate communications, you will support effective decision making and delivery. You will act on behalf of the Director where appropriate, representing their interests at all times, building strong relationships and influencing stakeholders to help drive forward Directorate priorities.

Person specification

• Lead the management and coordination of the Director’s diary and meetings, including the regular Senior Leadership Team, planning agendas and distributing papers
• Synthesise information from emails/briefings and highlighting the key points for the Director’s attention
• Line management of two Executive Assistants supporting Deputy Directors
• Liaise with colleagues and stakeholders to deal with enquiries and to coordinate appointments and engagements, arranging meetings for internal and external attendees, booking rooms, preparing materials, etc.
• Compose and circulate emails as needed on Directorate corporate issues
• Identify issues and possible conflicts that may arise to make sure the Director’s priorities are delivered.
• Act as a liaison between the Director and other colleagues to ensure clear communication
• Take a proactive approach, liaising with key staff/stakeholders for information on tasks’ progress to support the Directors’ decision-making.
• Responsible for a full range of secretarial, administrative support and assistance including taking minutes where required and keeping notes of arising actions.
• Arrange business travel and accommodation for the Director when necessary

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Delivering at Pace
• Making Effective Decisions
• Working Together

We only ask for evidence of these behaviours on your application form:

• Communicating and Influencing
• Delivering at Pace

Benefits

Alongside your salary of £34,765, Department for Environment, Food and Rural Affairs contributes £10,071 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).A career in the Civil Service is like no other. If you’re looking to join a world class team and develop your career with us, then the Civil Service is the place for you! You might be wondering, “what’s in it for me”? Take a look below at some of the benefits available to you as a civil servant in Defra.

Learning and Development
Everyone in Defra is supported to develop their skills and capabilities. When you join the Directorate, you will be welcomed into your new team through an induction programme that will provide you with helpful information on the civil service, Defra, our work and our policies. Your line manager will also work with you to establish your priorities for the year, developing a performance, learning and development plan tailored to you and your role, while also working with you to connect you with a civil service mentor to help empower you in your new role with the opportunity to benefit from paid for coaching.

Most importantly, we’re keen to invest in you! As a civil servant, you will also have access to Civil Service Learning where you can participate in professional development programmes across a wide spectrum of subjects and professions.

Department Benefits

Technology
We’re a firm believer in agile and flexible working. When you join Defra, we’ll kit you out with a new Windows 10 Laptop, smartphone and rucksack to make sure that you perform your best wherever you are.

Leave
25 days' paid leave per annum rising to 30 days after five years’ service, in addition to eight public holidays and the King’s Birthday privilege day. We also offer
- competitive maternity, paternity, parental and adoption leave;
- study leave for the pursuit of academic studies;
- 3 days paid leave for volunteering per annum;
- 15 days paid leave per year for reservist training; and,
- generous paid sick leave.

Cycle to Work Scheme
Defra loans you a bike for your commute as a tax-free benefit. At the end of the loan period, you have the option to buy the bike, saving 30% of the original cost.

Season Ticket and Bicycle Loan
We offer interest-free season ticket loans, to all Defra employees with more than three months’ service, for purchasing train and bus season tickets, as well as station car parking. For those unable to take advantage of tax-free benefits, we also offer an interest-free bicycle loan to enable the purchase of a bicycle for commuting.

Gym, Social and Sports Activities
Our offices have a range of different onsite facilities, including gym, fitness facilities, games room, showers and cycle storage. There are also a variety of networks and social groups to join. Ask your line manager for more information.

Restaurant and Café Facilities
A range of our offices offer onsite restaurant and café facilities.

Civil Service Benefits

Pension
Your pension is a valuable part of your total reward package, and you will be given the chance to join one of three different pension plans. You can find more informatio