Director Support Executive Officer - Worcestershire, United Kingdom - Animal and Plant Health Agency

Animal and Plant Health Agency
Animal and Plant Health Agency
Verified Company
Worcestershire, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Details:


Reference number:


Salary:

- £25,915 - £30,402
  • National £25,915 £27,116.

London (Weybridge) £29,082 - £30,402
Job grade:

  • Executive Officer
    Contract type:
  • Permanent
    Type of role:
  • Other
    Working pattern:
  • Fulltime, Job share, Parttime
    Number of jobs available:
  • 4Contents
Location

About the job


Benefits:

Things you need to know

Location

  • Exeter, Weybridge & Worcester and 1 part time remote working role.
About the job


Job summary:

We have four exciting opportunities to provide professional support and secretarial service to the APHA Science Directors.


The post holder must be prepared to be flexible in their approach and provide cover when required across the Director Support team to ensure a robustness of service for the Directors.


We currently have the following vacancies:

  • 2 full time posts, based at the APHA Weybridge office (hybrid working linked to this office can be discussed at interview).
  • 1 part time post (20hrs per week) to work more remotely coming into the Worcester office less frequently for specific meetings as agreed with the Director.
  • 1 full time post based at APHA Exeter, Isca Building Manley House building to allow for hybrid working linked to that office as required.

Job description:


  • Take responsibility for diary and travel arrangements for Directors.
  • Ensure all required paperwork and information for meetings is provided to the Director prior to the meeting.
  • Answer telephone calls, take clear messages where appropriate and respond to any queries raised, either immediately or in a timely manner, after further investigation.
  • To provide full Secretariat support for Corporate & Senior Manager meetings & events:
  • Liaise with the meeting Chair/event organisers to agree the agenda and delegate list.
  • Identify and arrange venues relevant to the meetings/events.
  • Invite delegates and provide with relevant information prior to events, arranging visitor/security passes as required.
  • Prepare minutes and/or action points at meetings as a record for participants, for audit purposes, and for circulation to others.
  • Provide support to any visitors required to attend meetings/events with the Directors.
  • Ensure a safe working environment in the office and when setting up meeting rooms.
  • To assist with the provision of effective communications & correspondence:
  • Assist in the preparation of letters, presentations and meeting papers.
  • Assist in the preparation of briefings for critical meetings and Ministerial approval.
  • Act in a professional manner when dealing with internal and external stakeholders.
  • To assist with the provision of accurate management information:
  • Administration of expense claims, ready for approval by the Director.
  • Log Directors' annual and sick leave appropriately.
  • To provide full support in an emergency situation:
  • Be familiar with tasks to be carried out in the event of an animal disease outbreak
  • Be flexible and willing to adapt to changing situations within the Executive office when responding to emergencies.
  • Providing administrative support directly to one Director (tbc) and adhoc support of others. As well as provide support within the Executive Office as required.
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Key Relationships:


  • APHA Directors and associated senior management teams.
  • Other stakeholder organisations
  • Travel will be required to attend training courses when required.
  • Out of hours work may be required in the event of an incident to provide support to Directors.

Person specification:


Who are we looking for?

  • Ability to work with senior managers and their contacts both within an organisation and externally.
  • Previous experience of working in a pressured office environment.
  • Previous experience of diary management
  • Previous experience of drafting minutes, letters, briefings.
  • Understanding of SharePoint Online.

Languages:


  • English written and spoken
    Behaviours:
We'll assess you against these behaviours during the selection process:

  • Delivering at Pace
  • Communicating and Influencing
  • Making Effective Decisions
  • Seeing the Big Picture

Benefits:


  • Learning and development tailored to your role
  • An environment with flexible working options
  • A culture encouraging inclusion and diversity
  • A Civil Service pension with an average employer contribution of 27%
Things you need to know


Selection process details:


  • This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Ability and Experience.
    Application Process
  • An online Civil Service Verbal Test
Do not leave completing the tests until the last minute in case you experience any access or technical issues. There may not be technical support available after business hours and after 2pm on the closing date of 27/02/2023.

While the tests should work on most operating systems and modern browsers with a good internet connection, we canno
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