Executive Assistant

Details

Reference number

480871

Salary

£38,800

A Civil Service Pension with an employer contribution of 28.97%

GBP

Job grade

Executive Officer

Contract type

Permanent

Business area

UKEF - Business Group - Origination and Marketing

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Full-time

Number of jobs available

1

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Location

Westminster, London

About the job

Job summary

The Executive Assistant is responsible for providing administrative and logistical support to Senior Management in the OCC and MC divisions. The Executive Assistant also acts as the Travel Co-ordinator for the divisions and co-ordinates travel across other Divisions within UKEF where joint visits are being made.

Job description

The Executive Assistant position is an exciting role with significant contact with staff at all levels in the OCC & MC divisions and other key areas of UKEF and its external stakeholders, whilst also ensuring they effectively support the business outcomes of the division. The Executive Assistant role requires a large amount of autonomy. They need to be particularly adept at prioritisation having to deal with a range of issues in respect of the management of diaries and inbox management pressures, organising meetings, appointments and events. They are expected to be able to make objective decisions, using sound judgement, evidence and knowledge when delegating work in their manager’s absence, organising complex travel arrangements and management of all the OCC & MC’s invoices submitted by Procurement and Finance Division. Casework activities will be varied but they will be required to use their own judgement in interpreting requests from customers and preparing first drafts of correspondence in response.

Key responsibilities and deliverables in the role are:

• Managing communication: Reading, monitoring, and responding to Head of Divisions’ emails; screening and handling phone calls, enquiries, and requests when appropriate; corresponding on behalf of the Head of Divisions with internal and external stakeholders.
• Diary and travel management: Scheduling and organising meetings, appointments, travel, accommodation, and visas for the Head of Divisions.
• Preparation and organisation of events/meetings: Planning, organising, and preparing papers for meetings, as well as preparing presentations. Also to assist in coordinating and organising events - both internal and external.
• Financial and budget support: Assisting with processing invoices, budget reforecasting, and quarterly business reviews.
• Office management: Managing and reviewing office processes and ensuring efficient operation of administrative tasks. Taking a leading role on business management activities, such as risks logs, project management, team events, supporting commercial arrangements, agency briefings, and contracts.
• Stakeholder engagement: Meeting and greeting visitors, liaising with other government departments and other staff at various levels of seniority
• Supporting departmental policy activities: Conducting research and delegating work to others in the absence of the Head of Divisions.

This list is not exhaustive; you may be required to carry out additional duties according to business need.

Person specification

Essential

Qualifications

• 3 A-levels; or relevant work experience. (A)

Skills/Ability

• Excellent oral and written communication skills. (A, I)
• Ability to manage information and financial data accurately. (A, I)
• Work effectively under pressure and to tight deadlines. (A, I)
• Research, digest, analyse and present material clearly and accurately. (A, I)
• Able to work independently on own initiative. (A, I)

Experience

• Experience of administrative or personal assistant work. (A, I)
• Experience in using Microsoft Word, Excel and internal intranet channels. (A, I)

Qualifications

3 A-levels; or relevant work experience

Behaviours

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

• Managing a Quality Service
• Delivering at Pace
• Changing and Improving
• Making Effective Decisions
• Working Together
• Developing Self and Others

We only ask for …