Executive Assistant

Job summary

DSIT

At DSIT we’re all about improving people’s lives by maximising the potential of science & technology.

We accelerate innovation, investment and productivity through world-class science, research and development.

We use technology for good by ensuring new and existing technologies are safely developed and deployed across the UK, with the benefits more widely shared.

We are driving forward a modern digital government which gives citizens a more satisfying experience and their time back.

We do all this to enable the Government’s 5 national missions: kickstarting economic growth, making Britain a clean energy superpower, taking back our streets, breaking down barriers to opportunity and building an NHS fit for the future.

Above all, we focus on improving people’s lives. Whether it’s researching new treatments for disease, developing better batteries, reducing burdens through better public services, keeping children safe online, and much more, outcomes for citizens are at the heart of what we do.

Our Inclusive Environment

We offer flexible working benefits, employee well-being support and a great pension. We are enormously proud to be a Disability Confident Leader employer. We support candidates with adjustments throughout our recruitment process. Information about disability confidence and just some examples of the adjustments that you can request can be found in the reasonable adjustment section below.

Please note

Former DSIT recruitment campaigns are continuing as usual, but candidates should be aware that following the Government’s announcement on the changes to some civil service departments, roles will be subject to the machinery of government moves and will ultimately be in one of the new departments. We will provide more information if you are selected for a role. This work remains of high importance to the civil service, and we thank you for your continued interest.

Job description

Are you organised, proactive and keen to work at the heart of a busy senior leadership team?

As an Executive Assistant in our Leadership Support Team, you will work closely with senior leaders and help them stay focused on their most important priorities.
You will manage complex diaries, identify urgent messages and organise meetings, visits and travel. You will need to prepare information in advance, communicate with colleagues and external partners, take clear minutes and help keep actions on track.

Our team is welcoming, inclusive and collaborative; we value different perspectives and ways of working. We support one another, share good practice and provide cover when colleagues are away. You will have opportunities to learn, develop and build a rewarding career while working in a flexible environment.

Person specification

Key Responsibilities

• Manage complex diaries for senior leaders, anticipating and resolving scheduling conflicts.​
• Provide inbox support by identifying urgent emails and flagging for action.​
• Maintain an understanding of organisational priorities and reflect these in diary commitments.​
• Plan and organise internal and external meetings, video conferences, and visits.​
• Ensure briefing materials and papers are commissioned and available in advance for Board meetings and other meetings with outside partners.​
• Arrange logistics such as booking rooms, greeting guests, and coordinating travel and accommodation.​
• Provide cover for other colleagues during absence and share best practice.​
• Liaise with other staff members on behalf of the Senior Leadership Team​​.
• Provide administrative support in the delivery of assignments and initiatives on behalf of the Senior Leadership Team, as and when required.
• Attend and take minutes for meetings attended by the Senior Leadership Team, and other meetings, as required​​.
• Distributed and follow up on actions from meeting as required.​

Essential Criteria

• Strong written and oral communication skills, with the ability to engage confidently with senior stakeholders.​
• Ability to organise a daily workload by priorities and able to meet deadlines in a fast-paced quickly changing environment​​.
• Understanding of Microsoft office​.
• Excellent verbal, written and interpersonal skills.​​
• Professionalism when handling sensitive information.​

Desirable Criteria

• Experience as an executive assistant or other relevant administrative support experience​​.
• A proactive approach to problem-solving with strong decision-making skills​​.
• Knowledge of the Civil Service​.

Behaviours

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

• Delivering at Pace
• Making Effective Decisions
• Managing a Quality Service

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

• Delivering at Pace

Benefits

Alongside your salary of £30,940, Department for Science, Innovation & Technology contributes £8,963 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).

The Department for Science, Innovation and Technology offers a competitive mix of benefits including:

• A culture of flexible working, such as job sharing, homeworking and compressed hours.
• Automatic enrolment into the Civil Service Pension Scheme, with an employer contribution of 28.97%.
• A minimum of 25 days of paid annual leave, increasing by 1 day per year up to a maximum of 30.
• An extensive range of learning & professional development opportunities, which all staff are actively encouraged to pursue.
• Access to a range of retail, travel and lifestyle employee discounts.
• A hybrid office/home based working model where staff will spend a norm of 40-60% of their time in the office (minimum of 40%) over a month with flex dependent on balancing business and individual need.

Office attendance

The Department operates a discretionary hybrid working policy, which provides for a combination of working hours from your place of work and from your home in the UK. The current expectation for staff is to attend the office or non-home based location for 40-60% of the time over the accounting period.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates