Executive Assistant to Deputy Directors - Edinburgh, United Kingdom - UK Civil Service

Description

Job summary

Do you want a career where you can make a real difference? Do you want to work in a government department that is at the forefront of current policy making decisions that will impact the UK and beyond? If yes then a career at the Department for Energy Security and Net Zero (DESNZ) could be for you.��

Here at DESNZ we are securing the UK�s long term energy supply, bringing down energy bills and halving inflation. We are seizing the opportunities of Net Zero to lead the world in new green industries and encouraging greater energy efficiency across the UK. The work of the department has never been more timely or relevant, and by joining us you will be part of making that difference.��
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Our work is varied, interesting and most importantly it's impactful. Our Values are interwoven into everything we do; we are Bold, we are Collaborative, we are Inclusive and we Learn. As a department we are committed to these values to build a culture where everyone can thrive.���

We offer great work benefits including a world-class pension, flexible working options and a career where�your�learning and development is taken seriously. We are fortunate to have a range of excellent staff networks and are proud to be a Disability Confident Leader employer. We will support talented people from all backgrounds to build a career and thrive.�

Find Out More�

We regularly run events where you can find out more about the department and tips for the application process. You can sign up for upcoming events here:�?��

You can also follow our LinkedIn Careers Page:���

Please note DESNZ are currently reviewing our terms and conditions and pay arrangements following Machinery of Government changes and as part of the outstanding August 2023 pay award. Please be aware there may be changes to terms and conditions and pay ranges listed in this advert ahead of you starting in post.��

Job description

Join ICS Digital, where innovation meets expertise to create digital solutions. We are a cohesive digital community who work in the open, solving problems together and fostering a culture of transparency and collaboration. Our commitment to user-focused design and data-driven decision-making ensures that we deliver accessible services tailored to the needs of our customers.

The role

We are seeking a proactive Executive Assistant looking to develop a career in a digital team. If you have ambition to drive forward top priority work in a fast-paced environment, then we encourage you to apply.���

The successful candidate will support two Digital Deputy Directors. This is a dynamic role providing the opportunity to work within a small cohort in the Director�s Office.�

The candidate's primary responsibility will be to provide a variety of secretarial and administrative support, managing diaries, correspondence, and acting as a key link between internal and external stakeholders in a complex stakeholder environment which includes a large network of Private Offices.

The successful candidate will ensure both Deputy Directors are able to use their time effectively and will be able to quickly adapt to diary changes and new information, working to various deadlines and priorities.

The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organisational skills, and the ability to maintain a realistic balance among multiple priorities.

The candidate must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and be able to use their time effectively and quickly adapt to diary changes and new information.

The role involves working on digital platforms, such as across various M365 applications. All the necessary digital tools and equipment will be provided to enable the post holder to effectively carry out all duties and tasks.� �

Person specification

As Executive Assistant your key duties will include -� - Managing the inbox and diaries for two Deputy Directors with good judgement, prioritisation, discretion, and professionalism. Ensuring time is effectively managed to tackle the most important issues. - Maintaining oversight of the Deputy Directors' priorities and reflect these in the arrangement of meetings. - Using judgement and initiative to proactively signpost issues and tasks arising from the inbox, ensuring deadlines are met. �- Appropriately sharing information and tasks from the inbox with teams to maximise efficiency and the Deputy Directors� time, ensuring matters are managed in their absence. - Building effective networks and relationships across a complex stakeholder environment. - Commissioning actions and outputs on behalf of the Deputy Directors with internal and external stakeholders. - Ensuring a record is kept of correspondence and documents in line with the Department�s Information Management principles.� - Making travel arrangements and accommodation bookings ensuring value for money and keeping clear records for transparency.� - Researching and booking appropriate venues and meeting spaces, including drafting agendas for Away Days and team events. - Deputising for colleagues in Director�s Office during periods of varying business need.

Skills and experience:

Essential criteria:

Highly organised individual with the ability to manage multiple tasks.

- Diary and inbox management experience.�

- Excellent communication skills. Must be confident dealing with individuals at varying levels of seniority in person, via email or via teams.

- Track record or building and managing relationships with internal and external stakeholders.

- Confident in working independently and making informed decisions with discretion.

Desirable Criteria:�

- Good working knowledge of Microsoft 365 applications, including Word, SharePoint and Outlook.�

- Demonstrable experience of providing a broad range of administrative tasks in a fast-paced environment and to deadlines.

Behaviours

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

Benefits

The Department for Energy Security and Net Zero offers a competitive mix of benefits including:

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