JOB DESCRIPTION

We are recruiting two Executive Assistants to provide day to day support for Directors and Deputy Directors (DDs). This is an exciting opportunity to work closely with the DDs and Directors in the Creative Industries & Artificial Intelligence and Corporate Strategy directorates. This will include diary and inbox management, and ensuring Senior Civil Servants (SCS) have the information needed to prepare for meetings. These Are interesting and wide ranging roles, where you will be expected to be flexible to support the SCS and wider directorate. The roles offers the opportunity for significant interaction with senior leaders and external stakeholders. The successful candidates should be able to demonstrate experience of managing a varied workload, prioritising effectively and the ability to manage multiple tasks concurrently.

Some of your responsibilities will include:

• Managing the Directors or DDs’ diary, ensuring best use of their time. Ensuring the diary reflects their priorities, resolving conflicts in scheduling and rearranging diaries, often at short notice.
• Supporting the Directors or DDs’ inbox management, and coordinating and prioritising work autonomously. Setting up and managing knowledge information systems in line with DCMS policies.
• Providing administrative, logistical, and business support to the Directors or DDs’, including organising agendas for meetings, arranging travel, accommodation and managing expenses and finance functions such as invoicing.
• Providing a professional service to all external and internal stakeholders through all forms of communication.
• Facilitating access for visitors, including arranging security passes and accompanying visitors.

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements

Some of your responsibilities will include:

• Managing the Directors or DDs’ diary, ensuring best use of their time. Ensuring the diary reflects their priorities, resolving conflicts in scheduling and rearranging diaries, often at short notice.
• Supporting the Directors or DDs’ inbox management, and coordinating and prioritising work autonomously. Setting up and managing knowledge information systems in line with DCMS policies.
• Providing administrative, logistical, and business support to the Directors or DDs’, including organising agendas for meetings, arranging travel, accommodation and managing expenses and finance functions such as invoicing.
• Providing a professional service to all external and internal stakeholders through all forms of communication.
• Facilitating access for visitors, including arranging security passes and accompanying visitors

To apply for this vacancy, you will need to submit the following documents which will assessed against the experience success profile:

• A CV setting out your career history, with key responsibilities and achievements. Please ensure you provide employment history that relates to the essential and desirable criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages and you should insert your CV into the “Job History” section on the Civil Service Jobs application form.
• A Statement of Suitability (max 500 words) explaining how you consider your personal skills, qualities and experience provide evidence of your suitability for the role in reference to the essential requirements highlighted. You may also choose to reference the desirable skills listed however these will not be considered in the assessment of your application except in circumstances where there are a high number and calibre of candidates