PA and Business Support

Are you looking for a varied and exciting role that’s a fantastic opportunity to experience working at the heart of Government, working closely alongside senior leaders? Are you organised, efficient, and people-focused? If so, we’d love to hear from you!

About the Team

As part of the Group Management Services Team (GMS), you will work alongside five other Personal Assistants and business support staff, all of whom provide personal assistance services to the Group Management Team (GMT) as well as a range of administrative support and business planning services to the wider group. The role is an excellent opportunity for high-performing candidates looking to stretch themselves in a high-profile and fast-paced environment, assisting Directors and Deputy Directors.

About the Job

In this role, the key accountabilities are (but not limited to;

• Diary management - Proactively plan and manage the Director/DD’s diary using your professional judgement to line up meetings in a well-organised way. Resolve conflicts, negotiate, and allocate time to Director/DD priorities. Develop a good understanding of the Group’s work and priorities so you can make decisions on behalf of the Director/DD.
• Supporting Director/DD priorities - Anticipate problems, risks, issues, and corporate tasks that they will have to deal with and proactively make suggestions about the best way to take them forward.
• Mailbox management - Develop or adopt efficient systems for handling and prioritising emails on behalf of the Director/DD and where required delegate actions to others in the team and use own judgement to filter unnecessary emails.
• Building relationships - Take the initiative to develop and lead relationships with key external and internal partners and colleagues to effectively do the job. Liaise with external stakeholders to arrange high-level meetings and arrange logistics.
• Correspondence management - Manage and coordinate official correspondence including Ministerial responses, Parliamentary Questions, Freedom of Information requests, and Treat Official communications, ensuring timely and accurate handling in line with departmental standards.
• Group contributions - Work collaboratively with the GMS team to lead or support the economics and fiscal groups’ corporate activities and seamlessly cover colleagues during absences, having comprehensive handover notes prepared for your own absences.
• Coordinating logistics - Ensure the Director/DD are clear on their schedules for the day and prepare diary and meeting folders in preferred format. Organise all logistics of virtual and in-person, internal and external meetings including organising international travel, hotels, taxis, visas, rooms, conference phone lines etc.
• Team support - Provide cover for the other PAs in the Group Management Services Team (GMS) when they are unwell or on leave, by monitoring the inboxes and diaries of their Deputy Directors they support when needed.