Executive Officer – Director Support Office

Job summary

The Director Support Office (DSO) supports the leadership, governance and day-to-day operation of the Veterinary Medicines Directorate (VMD).

We provide Directors and senior leaders with the support, information and oversight they need to deliver organisational priorities and maintain VMD's reputation as a trusted regulator.

The DSO provides professional private office support to the Chief Executive, Director of Authorisations/Deputy Chief Executive, and Chief Operating Officer. We ensure that business critical work is delivered effectively on their behalf, support key governance processes, and help senior leaders work collaboratively across the organisation. The team also provides committee support for a range of internal and statutory governance committees, ensuring meetings are planned and administered to high standard, actions are effectively tracked, and governance obligations are met.

Our work is varied, fast paced and highly visible, requiring close engagement with colleagues across VMD, Defra Group, Ministers’ Private Offices and a range of external stakeholders.

The team consists of one Higher Executive Officer (HEO), two Executive Officers providing direct support to Directors, and one Executive Officer with lead responsibility for committee support. All members of the team are trained across both directors and committee support functions, enabling a flexible and resilient service that maintains consistency and high standards across all areas of delivery.

Job description

The Executive Officer in the Director Support Office is a key role, providing high-quality, proactive and professional support to VMD Directors and senior leaders. You will be responsible for managing complex diaries, correspondence, travel arrangements and competing priorities, ensuring Directors are equipped with the information, briefings and support they need to operate effectively.

You will build strong relationships with colleagues and stakeholders at all levels. You will use sound judgement and help deliver business critical activities across the organisation.

Responsibilities

You will be responsible for:

• Delivering high-quality executive and administrative support, including complex diary and mailbox management
• Supporting senior meetings where required, including preparing agendas, recording accurate minutes and ensuring actions are tracked and followed through to completion
• Ensuring Directors are well prepared for meetings and engagements by providing accurate diary management, briefing materials and supporting documentation in a timely manner
• Producing high-quality presentations, briefing materials, reports and governance products to support decision making
• Managing and submitting expense claims on behalf of Directors
• Coordinating travel and logistics arrangements and ensuring Directors are well prepared
• Coordinating commissions and ministerial correspondence, ensuring responses are delivered to a high standard and within tight deadlines
• Building effective working relationships with colleagues and stakeholders, maintaining professionalism, discretion and confidentiality at all times
• Maintaining a good understanding of Directors' priorities and the wider operating environment. You will help prioritise work, identify emerging risks and escalate issues when needed
• Responding to routine requests for information from Defra Group, government departments and external stakeholders
• Liaising with a wide range of senior offices, including Ministers, Private Offices, Director Generals and the Chief Veterinary Officer's Office
• Identifying opportunities to improve administrative processes, systems and team ways of working
• Providing project and administrative support across the wider organisation as required
• Complying with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and record management requirements.
• Acting corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.

Person specification

Experience

We are seeking a highly organised and proactive individual who can thrive in a fast-paced environment and build effective relationships with a diverse range of stakeholders.

• Strong written and verbal communication skills, with the ability to build effective working relationships with stakeholders at all levels
• Organising and coordinating senior-level meetings, including preparing agendas, collating papers, taking minutes and tracking actions
• Ability to manage competing priorities and deliver accurate, high-quality work, maintaining attention to detail across a varied workload
• Ability to use initiative, exercise sound judgement and make effective decisions
• Handling sensitive information with discretion and professionalism
• A proactive and self-motivated approach, with a commitment to delivering excellent customer service
• Managing complex diaries for senior leaders including resolving conflicts and prioritising changing demands
• Resilience, adaptability and flexibility when responding to changing priorities
• Is proficient in the use of Microsoft Office 365 packages, particularly Microsoft Teams, Word, Excel, PowerPoint, and Outlook, and can learn in-house packages quickly.
• Experience of providing high-quality administrative and organisational support to committees, senior leaders, or business support environments.
• Working in an organisation with a complex range of internal and external stakeholders
• Experience of supporting governance activities, committees or senior meetings

Behaviours

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

• Delivering at Pace
• Working Together

Benefits

Alongside your salary of £34,434, Veterinary Medicines Directorate contributes £9,975 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).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension is one of the best workplace pension schemes in the UK public sector, with an average employer contribution of 28.97%
• Free onsite parking
• Free eyesight test
• Onsite gym
• Access to a prayer room

Awork-life balance is key for us all. We offer flexible working as well as health, well-being and discount schemes. The annual leave package starts at 25 days per year and increases to 30 days over five years. We offer generous maternity, paternity, shared, and adoption leave.

This gives you a flavour of what’s available, but there is so much more we could mention – see Civil Service Employee Benefits , Civil Service Careers for further information.

Things you need to know

Artificial intelligence

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