Executive Assistant to Director for English Regions - Manchester, United Kingdom - Department for International Trade

Department for International Trade

Verified Company

Manchester, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Details:

Reference number:

Salary:

- £25,661 - £27,422
Job grade:

Executive Officer
Contract type:
Permanent
Business area:
DIT DGET: UK Regions
Type of role:
Business Management and Improvement
International Trade
Operational Delivery
Working pattern:
Flexible working, Fulltime, Job share, Parttime
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

ManchesterAbout the job

Job summary:

Department for International Trade's (DIT) work is at the heart of the UK's economic future, developing export and investment relationships globally.

Within this, the English Regions team is the face of DIT across English regions, engaging with businesses and local stakeholders, in order to increase exports and investment.

The core role of DIT in the English regions is to provide international support for businesses at a local level, to drive growth and prosperity

We achieve this by:

Impactful use of our resources in a targeted way to have the biggest impact on regionaleconomies
Using convening power to help increase the combined impact of central government and local partners/stakeholders

The jobholder will work within a small fast-paced Private Office (PO) team, consisting of a Private Secretary and a Business Manager, collectively working together to ensure the Director's time and energies are focussed and utilised to the best potential.

Job description:

This role provides an opportunity to learn about the work of the English Regions team, DIT and engage and communicate with a range of diverse people across different areas of work.

We are looking for someone who is effective in managing their time, enthusiastic, resilient, and always keen to learn.

Role Responsibilities;

Managing Director's diary by understanding meeting priorities, using your own judgement to resolve clashes in meeting schedules and organising deputies where necessary.
Ensuring Director is fully briefed and prepared ahead of meetings, including collating papers and any supporting documents, making sure these are attached in the diary appointments.
Weekly, fortnightly, monthly, and quarterly horizon scanning for upcoming commitments so the Director's Private Office team can jointly ensure the Director is briefed and prepped in a timely fashion.
Working with the Business Manager to plan a regular rhythm of the diary; ensuring regular engagement with internal and external stakeholders.
Production of purchase orders for Director cost code items.
Monthly reconciliation of Director expenses and purchasing card.
Checking Deputy Directors expenses on Oracle and advising the Director if they are within policy so the Director can authorise.
Provide Adhoc secretarial duties during meetings, as and when required by the Director.
Make travel arrangements in accordance with travel policies, ensuring that the most cost effective and time efficient method is chosen, recognising the implications for public transparency and accountability.
Arranging a programme of national and overseas visits for the Director.

Hybrid working
The role will be based in Manchester only.

Please be aware that this role can only be worked from within the UK and not overseas.

Informal hybrid working arrangements will be available as agreed with the vacancy manager and in line with the requirements of the role.

Most DIT employees will be working a hybrid pattern, spending 2-3 days a week (pro rata) in an office, on average.

Person specification:

Essential Criteria

Comfortable at working in a fastpaced changing environment.
Good communication skills and able to engage professionally with stakeholders at all levels.
Excellent organisational and prioritisation skills, with the ability to work effectively across a range of tasks and under pressure.
Good IT skills and be confident in using Outlook, Excel, and Word.

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.

Desirable Criteria

Previous experience of diary management or administrative functions.
Strong communication and interpersonal skills.
Ability to work proactively and flexibly, anticipating requirements in advance.
Ability to remain calm and lead others when under pressure.
Keen to learn new skills and improve existing ones.

Personal Attributes & Skills
We would love to hear from you if you:

Thrive in a fast paced, diverse, and stimulating environment.
Enjoy managing competing priorities and finding creative solutions to problems under pressure, in order, to help the Director and wider team deliver effectively.
Are an excellent team player.
Have good communication skills.
Can develop positive working relationships with a variety of people including senior officials and stakeholders.

We are a busy team with l