JOB SUMMARY

We are going through an exciting period of transformation and growth, and our ambition is that the Digital, Data, and Technology (DDaT) Directorate plays a central role in all aspects of UKEF life going forward, driving everything from our ways of working, to how we engage with our customers.
The Directorate is headed by the Director of DDaT. The scope of the role is wide ranging and exciting, from enhancing our fintech capabilities through to our internal ways of working. The DDaT Directorate is a key delivery partner for realising the ambitions set out in our business plans.

The two divisions in DDaT:

• Digital and Data: Responsible for our front-end digital delivery, introducing agile and user-centred design to the department, as well as our data team who provide the management information that we need to manage our business
• Technology: Responsible for the core technology operations and development which support our department’s work. This includes laptops, mobiles, software, connectivity, and hardware needed for everyone’s work.

JOB DESCRIPTION

The Office Manager role combines PA support for the Director of DDaT with overall responsibility for the smooth and efficient running of the Directorate.

The main responsibilities will include:

• PA support, especially for diary, expenses, travel, and administration
• Ensuring senior leadership actions are noted and implemented
• Managing cross-DDaT initiatives which bring the Directorate together
• Ensure the Directorate is up to date with key duties such as risk, audit actions, budget reviews, health and safety, business processes, operational planning, and records management
• Managing the process of preparing Directorate papers

Office Administration Tasks: - to support the Director of DDaT with general administration to ensure the smooth and efficient running of the Division, including:

• assistance with budget administration;
• preparation of and updating DDaT operational plans, audit actions, assurance actions, and risk registers, monitoring progress with plans and devising strategies to deal with delays and to find solutions to operational problems;
• liaison with Executive Committee and Board Secretariat and Chief Executive Private Office whilst managing the process of preparing Directorate papers for Executive Committee and governance Boards;
• arranging and attending senior management meeting to ensure outcomes / actions are recorded. Ensuring senior leadership actions are noted, tracked and implemented;
• leading on DDaT business processes to ensure they are recorded and reviewed in line with UKEF policy
• proactively maintaining the gifts and hospitality register, managing attendance by all DDaT colleagues at events to ensure compliance with Departmental and Divisional policy;
• assisting line managers with absence management processes including sickness and holidays; and
• other administrative tasks and assistance with project work as required for the smooth running of the Directorate as required.
• to arrange travel, hotel accommodation and overseas flights for the Director of DDaT and the DDaT division.
• To arrange office days and awaydays for the division and for the senior leadership team

QUALIFICATIONS

• 5 GCSEs, or equivalent, including English and Maths or substantial relevant work experience (A)

KNOWLEDGE

• Intermediate knowledge of Microsoft Word and Outlook. (I,T)
• Including: Mail merge, formatting, use of styles, tables, collaborative working
• Including Diary management, scheduling, task management, use of categories
• Intermediate Knowledge of Microsoft Excel and PowerPoint. (I,T)
• Use of common financial formulas, V- and HLookup, conditional formatting, data validation.
• Animations, collaboration, use of formatting tools and design tabs.
• Confident in Microsoft Teams use (I,T)
• Use of teams to call, organise meetings, manage team membership, post in chats, add- or remove- apps, use of approvals.

SKILLS/ABILITY

• Accurate written communication skills. (A,I,T)
• Numeracy sufficient to update forecasts and budgets in an intelligent manner. (I,T)
• The ability to think things through and exercise initiative. (A,I)
• The ability to deal with ambiguity and anticipate requirements and prioritise work from multiple sources. (I,T)
• Good interpersonal skills. (I)

EXPERIENCE

• PA experience supporting senior managers. (A,I)
• Experience of managing administration needs of an office. (A,I)
• Experience of working on large complex documents e.g. contracts or project documents. (A,I)
• Experience of working independently and as part of a team. (A,I)

OTHER REQUIREMENTS

• Initiative and enthusiasm to achieve efficiencies through using digital solutions in line with the Government’s digital by default agenda. (A,I)

QUALIFICATIONS

• A-levels or other higher education qualifications

KNOWLEDGE

• Intermediate knowledge of SharePoint and other digital applications
• Use of version control and publishing, creation of document libraries, creation and maintenance of SharePoint lists as data sources, understanding of membership and permissions

SKILLS/ABILITY

• The ability to supervise other administrative staff across the full range of work.

EXPERIENCE

• Experience of budget management, management of operational plans and risk registers.
• Experience of working -in a digital, design and technology office.
• Experience of carrying out corporate roles (e.g. IT liaison, risk champion).
• Experience of managing others

QUALIFICATIONS

• 5 GCSEs, or equivalent, including English and Maths or substantial relevant work experience

TECHNICAL SKILLS

We’ll assess you against these technical skills during the selection process:

• A work-based exercise that will be completed ahead of the interview. Details will be provided to those candidates successful following the sift.

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

PA TASKS:

• General PA tasks - personal provision of comprehensive secretarial support to the Director of DDaT, including daily diary management, management of emails and organisation of papers for meetings.
• in addition, managing Director of DDaT’s inbox, correspondence, documentation and meetings of sensitive nature of with integrity and in confidence, as there are some matters that no other individual in the organisation including the CEO will be allowed to have knowledge of;
• assisting Director of DDaT with HR system reporting and management for all members of the Directorate and maintaining confidence of the contents of individual HR records of team members (e.g. performance grades).

Key Departmental Roles:

• Supporting the DDaT SCS and SLT team where required
• Managing cross-DDaT initiatives which bring the Directorate together
• Departmental Records Management Officer
• IT Liaison Officer; and
• Divisional Risk Champion
• Point of Contact for People Survey
• Information Coordinator
• Travel Coordinator

The Office Manager role is a 12-month fixed term contract with the possibility to extend.
This list is not exhaustive; you may be required to carry out additional duties according to business need.

The main responsibilities will include:

• PA support, especially for diary, expenses, travel, and administration
• Ensuring senior leadership actions are noted and implemented
• Managing cross-DDaT initiatives which bring the Directorate together
• Ensure the Directorate is up to date with key duties such as risk, audit actions, budget reviews, health and safety, business processes, operational planning, and records management
• Managing the process of preparing Directorate paper

Office Administration Tasks: - to support the Director of DDaT with general administration to ensure the smooth and efficient running of the Division, including:

• assistance with budget administration;
• preparation of and updating DDaT operational plans, audit actions, assurance actions, and risk registers, monitoring progress with plans and devising strategies to deal with delays and to find solutions to operational problems;
• liaison with Executive Committee and Board Secretariat and Chief Executive Private Office whilst managing the process of preparing Directorate papers for Executive Committee and governance Boards;
• arranging and attending senior management meeting to ensure outcomes / actions are recorded. Ensuring senior leadership actions are noted, tracked and implemented;
• leading on DDaT business processes to ensure they are recorded and reviewed in line with UKEF policy
• proactively maintaining the gifts and hospitality register, managing attendance by all DDaT colleagues at events to ensure compliance with Departmental and Divisional policy;
• assisting line managers with absence management processes including sickness and holidays; and
• other administrative tasks and assistance with project work as required for the smooth running of the Directorate as required.
• to arrange travel, hotel accommodation and overseas flights for the Director of DDaT and the DDaT division.
• To arrange office days and awaydays for the division and for the senior leadership tea