EO Executive Assistant Executive Officer job in Glasgow at Home Office

EO Executive Assistant / Executive Officer

Company: Home Office

Location: Croydon UK

Date Posted:Apr 30, 2018

Home Office Digital, Data and Technology is looking to recruit professional and highly motivated individuals into the roles of Executive Assistant to provide high quality Private Office support, and Executive Officer to provide more general administration support across a range of teams and functions.  These are challenging, fast-paced but rewarding roles, positioned at the heart of a dynamic and changing area of the Home Office. The roles will provide the right individual the opportunity to work closely with senior decision-makers, to take ownership for key projects, and to engage with colleagues across Digital, Data and Technology, the wider Home Office and other Government Departments. There is also scope within the role to develop in a wide range of areas, which provide an excellent foundation for promotion to HEO level.   HODDaT is responsible for delivering IT services and infrastructure whilst also enabling technology change. The directorate is responsible for developing and delivering live IT services that support (among many other services) over 3 million visa applications, checks on 100 million border crossings, 5 million passport applications and 140 million police checks on people, vehicles and property. Alongside this it is delivering major business change programmes and major technology capability platforms that will provide the future technology and digital capability for the Department, transforming the way the Department operates and the IT services used by over 25,000 staff.  It is also enabling the Department to move to Digital by Default, ensuring every digital interaction with the Home Office is an excellent user experience with easy authorised access and submission of the right data at the right place and time and through the right tools.    The directorate works closely with the rest of the Department and the other Home Office Enabling functions to drive this agenda forward, and deliver the 2020 transformation vision. Executive Assistant Key Responsibilities:  •             Day to day management of the senior management team’s diary including arranging meetings and sifting and prioritising invites. This will involve managing and clarifying the expectations of senior stakeholders and strategically forward planning to ensure alignment to longer-term priorities, commitments and responsibilities. It will also require working proactively to resolve scheduling conflicts; •             Commissioning and collating of papers and briefings for meetings, to ensure the senior managers are well prepared for their day ahead;•             Arranging useful and informative visits on behalf of the senior management team with detailed schedules and travel information to help visibility as a senior leader;•             Supporting the management of the mailbox to ensure high priority emails are escalated appropriately and general enquiries dealt with quickly and effectively;•             Developing a network of key internal and external contacts and stakeholders to coordinate meetings and workshops;•             Developing sufficient understanding of the directorate to provide wider support as required;•             Act as a first point of call for the senior management team maintaining high levels of visibility and professionalism and communicating on their behalf.  Note: An employee may be required to carry out other duties within the scope of the grade and within the limits of their skill, competence and training. Executive Officer Key Responsibilities:  Providing general administration support to the wider teams within the Home Office Digital, Data and Technology.  This will include but will not be inclusive to:•             Arranging meetings for the team, scheduling in requirements for attendees and ensuring all logistics including meeting room bookings are effectively and efficiently managed;•             Management of electronic filing and information management requirements;•             Arranging “on-boarding of new staff” including security clearance and passes, appointments and inductions;•             Assist with recruitment campaigns to manage logistics and ensure it adheres to strict timeframes;•             Assist with gathering staff data for wider information gathering exercises;•             Developing a network of key internal and external contacts and stakeholders to coordinate meetings and workshops;•             Ad-Hoc requests as and when required to support the wider team, including Project and Programme Management Office support.  Essential Criteria •             Personal presence, effectiveness and credibility to work with senior staff in a highly pressurised environment.•             Strong interpersonal skills.•             Excellent judgement and decision-making abilities. •             A proactive attitude and the ability to use own initiative. •             Strong organisational and communication skills, including both verbal and written; tailoring style and approach dependent on audience. •             Resilient and ability to work under pressure whilst delivering at pace on a challenging and complex agenda; retaining quality and standard.•             The ability to work in a multi-stakeholder environment, particularly to work with colleagues at higher grades, and as part of a team, as well as liaise with stakeholders outside of the Home Office.•             The ability to adapt quickly and effectively to changing priorities.•             Knowledge and experience in the use of Word, Excel, PowerPoint and Microsoft Office Outlook.  However, training will be provided. For further information and details of how to apply please visit the Civil Service Website  View full job description
JobCentre Plus 12 months ago
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