Location
About the job
Job summary
Job description
The Private Secretary role plays an important part in the Home Office Intelligence Directors’ Private Office structure and supporting the Chief of Staff. You will contribute to the wider Private Office function within Home Office Intelligence by working closely and regularly engaging with the wider network. This includes supporting senior leader meetings, directorate wide events, and optimising the wider Private Office capability by providing cover during periods of annual leave.
This is a fast-paced, exciting role which will vary considerably from one day to the next. Due to the business needs this role is only available for full time working.
The successful candidate will be responsible for:
• Supporting the daily management of the Director’s Private Office, working collaboratively to support the delivery of their responsibilities and objectives within required deadlines, leveraging the senior team and others, as necessary.
• Working collaboratively with senior Home Office Intelligence leadership teams, stakeholders and other colleagues across the department and the Home Office, building relationships to establish productive links and opportunities.
• Anticipating issues within your business area, escalating when required, and using initiative to respond to or direct queries to relevant parties.
• Overseeing the management of the Director’s inbox communications, determining urgency, importance, and advising/actioning accordingly.
• Planning staff engagement events and Director visits working closely with the Chief of Staff to ensure a full, informative, and varied content.
• Ensuring accurate minutes/records of senior level/board meetings and prompt dissemination where required.
• Co-ordinating and producing written briefing materials for senior meetings and submissions within tight deadlines. You will also coordinate responses to press queries, Parliamentary Questions and monitor sign off on Freedom of Information Requests and Memorandums of Understanding.
• Showing your initiative and taking responsibility for a specific area of responsibility within the Private Office e.g. Communications, Continuous Improvement etc. This will allow you the opportunity to lead on a specific project with responsibilities rotated annually to learn new skills.
• Providing wider support to the Private Office network and contributing towards the continuous improvement of the Private Office, striving for excellence.
You will also be expected to carry out the following day to day activities:
• Provide effective line management and create a positive working environment; set clear direction and guidance to ensure high performance focused on business priorities, balancing challenges, and meeting demands.
• Effective prioritisation of your own workload in a fast-paced environment, with a large volume of high-level priorities passing through and cascading across function areas where appropriate.
• Building effective working relationships with the Home Office Intelligence Private Office network.
Note:
The successful candidate may be required to carry out other duties within the scope of the grade and within the limits of their skill, competence and training.
Person specification
The role requires you to work with a high level of autonomy, whilst recognising when it is appropriate to escalate issues to the Director or other senior leaders for their authority, guidance, or direction. You will need to work flexibly, plan for deadlines and juggle competing priorities, often at short notice, to meet the continuous demands of the office, your own workload, and the requirements of the business area Director.
This role can help you to develop and hone your skills of managing upwards. It will also require you to think strategically and see the bigger organisational picture with exposure to high profile projects and senior leaders.
Essential Criteria
• Being a self-starter with a high level of personal resilience who can work effectively under pressure with limited supervision.
• Well-developed written and verbal communication skills, with a good understanding of the use of different channels and formats for different audiences.
• Excellent interpersonal skills and comfortable engaging with senior leaders, with evidence of influencing stakeholders at all levels and engaging colleagues to deliver through collaboration and professional credibility.
• Displaying effective organisational and planning skills to meet targets on different work-streams whilst maintaining attention to detail.
• Ability to work at pace whilst balancing changing and competing priorities and having the intellectual curiosity to understand the impact your role and decisions have on the bigger organisational picture.
Desirable Criteria
• Working in a high pressured, busy private office (or similar).
• An awareness of Home Office Intelligence and the Migration and Borders system, and it’s interaction with the business and wider stakeholders.
• A confident communicator with a good understanding of Teams and SharePoint.
Behaviours
We’ll assess you against these behaviours during the selection process:
- Seeing the Big Picture
- Communicating and Influencing
- Delivering at Pace
- Managing a Quality Service
We only ask for evidence of these behaviours on your application form:
- 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%