Diary Secretary to The Chief Planner - Newcastle upon Tyne, United Kingdom - Department for Levelling Up, Housing and Communities

Department for Levelling Up, Housing and Communities

Verified Company

Newcastle upon Tyne, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Details:

Reference number:

Salary:

- £26,464

A Civil Service Pension with an average employer contribution of 27%
Job grade:
Executive Officer
Contract type:
Permanent
Business area:
Regeneration
Type of role:
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

Birmingham, Bristol, Darlington, London, NewcastleuponTyne, WolverhamptonAbout the job

Job summary:

The Chief Planner is a Senior Civil Servant who advises Ministers and colleagues on policy and practice relating to town and country planning.

Her remit stretches across different aspects of law, regulation, policy and best practice relating to urban and spatial planning, urban design, environmental protection and enhancement, climate change and adaptation, transport and community infrastructure.

She leads teams delivering advice on some of England's most high profile and complex planning cases, policy relating to design and placemaking of the built environment and programmes to support capacity and capability in the planning sector.

As well as supporting government priorities, the Chief Planner also has an external facing role with the sector.

Effective and efficient private offices are integral in helping Directors to deliver their priorities and high profile, fast paced work.

The private office is responsible for providing the support to enable them to optimise their time, maximise their effectiveness and provide the right leadership.

This is an exciting opportunity to work with others in a small, high-profile team, in a fast-paced environment.

Excellent interpersonal skills are required, as coordination and close collaboration with others to progress work is key - you will be required to have the ability to work and communicate confidently with colleagues and stakeholders at all levels, using considerable tact, diplomacy, and influence in communications with others, ensuring stakeholders and customers encounter a professional office.

At times you may have to deal with highly sensitive issues, always maintaining strict confidentiality.

Though the primary responsibility of the role holder will be to manage the Chief Planner's diary, there will be additional opportunities to support other functions of the office, including supporting meetings with external partners, engaging with policy teams to ensure the Chief Planner maintains a strategic understanding of policy development across the Department and monitoring the Chief Planner's inbox.

While working closely day-to-day with the Chief Planner, the diary manger will be line and performance managed by the Head of Office (Grade 7).

The Chief Planner's Office will also include an Assistant Private Secretary (SEO).

Job description:

Supporting the Chief Planner to resolve conflicting demands in planning schedules.
Efficient maintenance of the Chief Planner's Diary ensuring that time management is optimised.
Acting as the first point of contact for the Chief Planner and her office, using initiative to direct queries to the relevant parties.
Providing a full range of secretarial and administrative support and assistance to the Chief Planner and her office, producing a range of materials from correspondence to complex confidential reports.
Developing and maintaining comprehensive and uptodate electronic and manual filing systems.
Supporting the Chief Planner's meetings, distributing papers, finalising agendas, booking meeting rooms and overseeing coordination.
Taking minutes at senior management and external partner meetings and distributing to relevant parties.
Liaising directly with internal and external colleagues and partners to deal with enquiries and to coordinate appointments and engagements.
Keeping up to date with changes in key external stakeholders.
Contributing towards the organisation and coordination of largescale divisional events.
Coordinating meetings for internal and external attendees, including booking rooms, arranging refreshments, preparing materials and greeting and escorting visitors.
Dealing with extremely sensitive issues, acting with diplomacy, and always maintaining strict confidentiality.
Arranging business travel and accommodation for the Chief Planner.
Supporting the Chief Planners Head of Office and Assistant Private Secretary with research activities and additional activities in support of the Chief Planner's responsibilities.

Person specification:

The role holder will be expected to be proficient within 3 months of taking up post and should have:

Excellent organisational and planning skills, with the ability to prioritise and work quickly but effectively and accurately
Good judgement and decisionmaking skills
Strong attention to detail
Excellent written and oral communication skills
Excelle