Job Summary
Join the dynamic UKHSA Science Group as a Private Secretary and become a key player in the Specialised Microbiology and Laboratories (SM&L) directorate. In this role, you will ensure the seamless operation of the director's busy and evolving office. Your primary responsibilities will include masterfully managing the Director's diary and time, organising pivotal meetings, and arranging travel and accommodation in a high-pressure environment. As a frontline contact for the Directorate, you will interface with key internal and external stakeholders, prioritise meetings efficiently, and foster strong relationships across UKHSA. This is an exciting opportunity to support the Director and contribute to the mission of protecting and improving the nation's health through world-class science.
Location
This is a hybrid working role, based from one of the UKHSA locations below.
The UK Health Security Agency (UKHSA) operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's locations (Birmingham, Leeds, Liverpool, and London, Porton Down, Chilton). Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.
As the Private Secretary your main responsibilities will include:
- Support the day-to-day smooth running of the Director's diary - managing conflicting requests to support effective management of the Director's time, rearranging schedules where required, and prioritising meetings appropriately.
- Arranging travel for the director and team where required and ensuring all policies are adhered to.
- Build and maintain relationships with key stakeholders within SM&L and the UKHSA, other government departments/agencies and external organisations
- Support planning of meetings and cross directorate events.
- Organise and document agendas for meetings, overseeing co-ordination and distribution of paperwork as required.
- Support across a wide range of incoming requests to the Directors office and support the director and Senior Private Secretary to respond or appropriately assign these within the team.
Essential Criteria:
It is important through your application and Statement of Suitability of 1250 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):
- Extensive experience managing a complex diary and confidence in liaising with both internal and external colleagues to ensure meetings are appropriately prioritised and scheduled.
- Strong communication skills and the ability to quickly build effective and professional working relationships.
- Experience in managing conflicting requests and the ability to remain calm under pressure.
- Experience in creating clear and concise meetings documents including agendas, notes, and event itineraries.
- Resilience to working in a fast paced and ever-changing environment.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary
STAGE 1 - APPLICATION & SIFT:
You will be required to complete an application form. This will be assessed in line with the full list of essential criteria as detailed in the attached job description - please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
STAGE 2 - INTERVIEW
This post will involve an interview by MS TEAMs.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the 'Employer/ Activity history' section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.
The Success Profiles framework will be used to assess and recruit the most suitable candidate. The following behaviours will be used at the interview:
- Seeing the bigger picture
- Communicating and Influencing
- Managing a Quality Service
- Delivering at Pace
Expected Timeline:
Advert close: 23:55hrs on 9th August 2024 - unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Interviews: TBC
Please note these dates could be subject to change.
Click the link for more information and to apply!