Executive Assistant to Director of Detention Services - Immigration Enforcement
| Posting date: | 26 April 2024 |
|---|---|
| Salary: | £32,000 to £33,600 per year |
| Hours: | Full time |
| Closing date: | 26 May 2024 |
| Location: | Feltham, London |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Government Recruitment Service |
| Job type: | Permanent |
| Job reference: | 348985 |
Summary
We are looking for a motivated, organised and flexible EO Diary Manager and Executive Assistant to join the small team working to the Immigration Enforcement Detention Services Director and one of their Deputy Directors.
Your role will include managing the Director's and a Deputy Director's time and diary on a daily basis and liaising with senior internal and external stakeholders via email and phone to gather information, manage expectations and resolve diary clashes. The successful candidate will also be responsible for travel and accommodation bookings, Metis actions on behalf of the Director/Deputy Director and any other ad hoc administrative tasks required by the Director/Deputy Director or wider Private Office.
The role requires a high-performing and enthusiastic individual with a flexible and collaborative approach to their work.
You will be someone who can work well as part of a high performing team and are equally comfortable working independently. In this role, you will be making a positive contribution to the overall success of the business area. This role suits a self-starter who can follow work through to completion with, at times, limited oversight but is able to draw on their support network when required.
Note: You may be required to carry out other duties within the scope of the grade and within the limits of your skill, competence and training.
Please note the following:
Due to business requirements this role is only suitable for full time working. Compressed hours may be considered.
There is no shift working requirement, and therefore no AHW/AHA allowance available for this role.
Regular travel to Croydon/London will be required.
Person specification
We are looking for a strong communicator who is extremely well organised and able to work effectively with senior managers both across the civil service and externally and deal with multiple requests concurrently and competing priorities.
The role requires a high-performing and enthusiastic individual with a flexible and collaborative approach to their work.
You will be someone who can work well as part of a high performing team and are equally comfortable working independently. This role suits a self-starter who can follow work through to completion with, at times, limited oversight but is able to draw on their support network when required.
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.
Your main day to day responsibilities will be:
Scheduling diary engagements and room bookings. Working proactively to resolve scheduling conflicts & prioritising issues effectively to meet challenging deadlines.
Working closely with other Executive Assistants across IE to provide all round support.
Developing a sufficient understanding of the directorate to provide wider support as required.
Recognising the sensitivities and reputational impact of your role and developing an understanding of the wider IE business to support the Director/Deputy Director's priorities.
Managing busy inboxes, assessing incoming messages to ensure high priority matters are dealt with on receipt or escalated appropriately. Take responsibility for drafting and responding to general enquiries in a timely and professional manner and storing / archiving management information as required to ensure it is readily retrievable.
You will also be expected to carry out the following day to day activities:
Developing a network of key internal and external contacts and stakeholders to coordinate meetings and workstreams to support the effective operation of the Senior Civil Servant (SCS) Private Office.
Arranging all travel, hotel bookings on behalf of the SCS's, processing expenses and raising purchase requisitions in a timely and accurate manner ensuring value for money at all times.
Being a professional representative in all dealings associated with the SCS’s Private Office e.g. colleagues, key stakeholders and other Private Offices across the Home Office and beyond.
Assisting with on-boarding of new staff, gathering and collating relevant information, ensuring appropriate forms are completed and dispatched and that equipment is ordered and delivered in a timely manner.
Supporting the organisation and delivery of staff/ team events through key administrative support and assistance.
Providing wider general support to the Senior Management Team.
Essential Criteria
You will have the following skills or some experience in:
Working in a key support team within a large, complex, fast paced and highly regulated environment while maintaining a high level of confidentiality at all times.
Demonstrating resilience and displaying personal presence, effectiveness and credibility to work with senior staff in a highly pressurised environment.
Possessing the ability to respond flexibly to the wider pressures facing the senior team and colleagues and having the intellectual curiosity to understand the impact your role and decisions have on the bigger organisational picture.
Being highly organised with a strong attention to detail and an ability to plan and prioritise.
Utilising effective verbal and written communication skills with an ability to tailor your style and approach dependent on the audience.
Having a highly proactive and positive attitude to push tasks through to completion.
Demonstrating proficiency in using Microsoft Office applications (for e.g. Word, Excel, PowerPoint).
Desirable Criteria
Experience of managing a diary and/or an inbox.
Experience of working in a Private Office environment.
Experience of Immigration Enforcement or Migration and Borders.
Your role will include managing the Director's and a Deputy Director's time and diary on a daily basis and liaising with senior internal and external stakeholders via email and phone to gather information, manage expectations and resolve diary clashes. The successful candidate will also be responsible for travel and accommodation bookings, Metis actions on behalf of the Director/Deputy Director and any other ad hoc administrative tasks required by the Director/Deputy Director or wider Private Office.
The role requires a high-performing and enthusiastic individual with a flexible and collaborative approach to their work.
You will be someone who can work well as part of a high performing team and are equally comfortable working independently. In this role, you will be making a positive contribution to the overall success of the business area. This role suits a self-starter who can follow work through to completion with, at times, limited oversight but is able to draw on their support network when required.
Note: You may be required to carry out other duties within the scope of the grade and within the limits of your skill, competence and training.
Please note the following:
Due to business requirements this role is only suitable for full time working. Compressed hours may be considered.
There is no shift working requirement, and therefore no AHW/AHA allowance available for this role.
Regular travel to Croydon/London will be required.
Person specification
We are looking for a strong communicator who is extremely well organised and able to work effectively with senior managers both across the civil service and externally and deal with multiple requests concurrently and competing priorities.
The role requires a high-performing and enthusiastic individual with a flexible and collaborative approach to their work.
You will be someone who can work well as part of a high performing team and are equally comfortable working independently. This role suits a self-starter who can follow work through to completion with, at times, limited oversight but is able to draw on their support network when required.
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.
Your main day to day responsibilities will be:
Scheduling diary engagements and room bookings. Working proactively to resolve scheduling conflicts & prioritising issues effectively to meet challenging deadlines.
Working closely with other Executive Assistants across IE to provide all round support.
Developing a sufficient understanding of the directorate to provide wider support as required.
Recognising the sensitivities and reputational impact of your role and developing an understanding of the wider IE business to support the Director/Deputy Director's priorities.
Managing busy inboxes, assessing incoming messages to ensure high priority matters are dealt with on receipt or escalated appropriately. Take responsibility for drafting and responding to general enquiries in a timely and professional manner and storing / archiving management information as required to ensure it is readily retrievable.
You will also be expected to carry out the following day to day activities:
Developing a network of key internal and external contacts and stakeholders to coordinate meetings and workstreams to support the effective operation of the Senior Civil Servant (SCS) Private Office.
Arranging all travel, hotel bookings on behalf of the SCS's, processing expenses and raising purchase requisitions in a timely and accurate manner ensuring value for money at all times.
Being a professional representative in all dealings associated with the SCS’s Private Office e.g. colleagues, key stakeholders and other Private Offices across the Home Office and beyond.
Assisting with on-boarding of new staff, gathering and collating relevant information, ensuring appropriate forms are completed and dispatched and that equipment is ordered and delivered in a timely manner.
Supporting the organisation and delivery of staff/ team events through key administrative support and assistance.
Providing wider general support to the Senior Management Team.
Essential Criteria
You will have the following skills or some experience in:
Working in a key support team within a large, complex, fast paced and highly regulated environment while maintaining a high level of confidentiality at all times.
Demonstrating resilience and displaying personal presence, effectiveness and credibility to work with senior staff in a highly pressurised environment.
Possessing the ability to respond flexibly to the wider pressures facing the senior team and colleagues and having the intellectual curiosity to understand the impact your role and decisions have on the bigger organisational picture.
Being highly organised with a strong attention to detail and an ability to plan and prioritise.
Utilising effective verbal and written communication skills with an ability to tailor your style and approach dependent on the audience.
Having a highly proactive and positive attitude to push tasks through to completion.
Demonstrating proficiency in using Microsoft Office applications (for e.g. Word, Excel, PowerPoint).
Desirable Criteria
Experience of managing a diary and/or an inbox.
Experience of working in a Private Office environment.
Experience of Immigration Enforcement or Migration and Borders.