Department for Environment, Food and Rural Affairs
Personal Assistant
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Bristol, Newcastle-upon-Tyne, Reading, Warrington, York
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
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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.
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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.
Behaviours
- Communicating and Influencing
- Delivering at Pace
- Managing a Quality Service
- Working Together
Alongside your salary of £29,715, Department for Environment, Food and Rural Affairs contributes £8,608 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).
- 25 days leave (rising to 30 days over 5 years) plus bank holidays.
- A Civil Service pension with an average employer contribution of 28.97%.
- A day off per year for the King's birthday.
- Access to a range of retail discounts (these include supermarket, tech, gym, holiday, phone and more).
- Flexible working options such as condensed hours, part-time and flexi time.
- 3 paid volunteering days per year.
- Funding for professional membership of a recognised professional body.
- Learning and development tailored to your role and budget for training or qualifications.
- A culture encouraging inclusion and diversity.
- Cycle to work scheme.
- Health cash plan to help you manage health costs for a reduced monthly fee.
- Access to the Employee Assistance Programme open 24 hours, 7 days a week, that provides support to you during any times of stress or difficulty.
- Free access to Headspace for wellbeing.
- Season ticket loan for public transport.
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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 may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.
For further information on the selection process for this role, please refer to the person specification section of the job advert.
Location
As part of the pre-employment process for this post, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s).
Where the location is ‘National’ the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.
The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations.
Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.
The successful candidate is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time.
Defra includes the core department, APHA, RPA, Cefas and VMD.
Reserve list
A reserve list may be held for a period of 12 months from which further appointments can be made.
Merit Lists
Where more than one location is advertised, candidates will be posted in merit order by location. You will be asked to state your location preference on your application.
Salary
New entrants to the Civil Service are expected to start on the minimum of the pay band. The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.
Reasonable adjustment
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