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- Tasks: Support two Deputy Directors with diary management and business administration.
- Company: Join an award-winning finance team dedicated to delivering value for taxpayers.
- Benefits: Gain experience in a dynamic environment with opportunities for professional growth.
- Why this job: Make a real impact while developing your organisational and communication skills.
- Qualifications: Strong admin skills and experience working with diverse teams required.
- Other info: Collaborate with talented professionals and enhance your software skills.
The predicted salary is between 36000 - 60000 £ per year.
Overview
This role sits within the Finance team and is working directly with two Deputy Directors that manage areas within the directorate.
Defra group Finance (DgF) is an innovative, award-winning team full of talented, professional people. We are passionate about delivering a high-quality finance service to help Government achieve the best possible value for Taxpayers’ money.
We are looking for a talented and enthusiastic team player to fill the role as an Executive Assistant to two Deputy Directors. You will have the ability to quickly develop a great rapport with other Executive Assistants who also support senior colleagues across the business. You will need to make a positive impact and be recognised for your organisational skills and knowledge of your role.
You will be experienced in working with colleagues at all levels of hierarchy and will possess the excellent organisation and administration skills required to effectively undertake diary, inbox and business management activities. We will support you to become competent in the use of software applications including communication and collaboration tools such as Microsoft Outlook, Teams, One Drive and SharePoint platforms as well as other tools such as Microsoft Word, Excel and PowerPoint enabling you to produce high quality documents and presentations.
As an Executive Assistant you will provide crucial secretariat support two Senior Civil Servants (SCS). Your calm and organised approach will ensure the efficient running of the Director’s/Deputy Directors’ day to day business as well as contributing to the overall effectiveness of the wider Executive Assistant community.
Key responsibilities
- Diary management
Handling and prioritising meeting requests, dealing with a wide range of individuals at all levels across the Department
Ensuring that the diary is aligned with the SCS’ short and long term priorities
Ensuring that necessary arrangements (room bookings, travel) are in place
Ensuring the SCS has all papers in advance of meetings where these have been provided
Acting as first point of contact for the SCS(s) you support for advice, enquiries and information
Monitoring progress for responses to communication, prompting and chasing responses where necessary - Support and, as appropriate, lead on maintaining good team administration and record including:
Updated organisation charts
Ensuring your SCS completes correct starters/leavers processes
Keeping update FTE records
Coordinating updates of team business continuity plans
Maintaining up to date emergency contact lists - Playing an active part in the driving improvement and professionalisation of the Business Support community – building relationships with other EAs and Private Offices, recommending and implementing new ways of working and best practice
Requirements
- Experience working with colleagues at all levels of hierarchy and strong organisational and administration skills
- Ability to effectively undertake diary, inbox and business management activities
- Competence in software applications including Microsoft Outlook, Teams, One Drive and SharePoint, and Microsoft Word, Excel and PowerPoint
- Ability to provide secretariat support to two Senior Civil Servants (SCS) and support the smooth running of day-to-day business
- Strong communication skills and the ability to build rapport with other Executive Assistants and senior colleagues
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Executive Assistant - Defra group Finance employer: Government Recruitment Service
Contact Detail:
Government Recruitment Service Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant - Defra group Finance
✨Tip Number 1
Network like a pro! Reach out to current or former employees at Defra group Finance on LinkedIn. A friendly chat can give you insider info and maybe even a referral, which can really boost your chances.
✨Tip Number 2
Prepare for the interview by practising common questions related to diary management and communication skills. We recommend role-playing with a friend to get comfortable and confident in your responses.
✨Tip Number 3
Show off your organisational skills during the interview! Bring a portfolio showcasing your past work, including examples of how you've managed busy schedules or improved team processes. Visuals can make a big impact!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining the team at Defra group Finance.
We think you need these skills to ace Executive Assistant - Defra group Finance
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Executive Assistant role. Highlight your organisational skills and experience in diary management, as these are key for the position. We want to see how you can make a positive impact!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to showcase your enthusiasm for the role and the Defra group Finance team. Let us know why you're the perfect fit and how you can contribute to our innovative environment.
Showcase Your Software Skills: Since you'll be using tools like Microsoft Outlook, Teams, and SharePoint, mention your proficiency with these applications. We love seeing candidates who are tech-savvy and ready to hit the ground running!
Apply Through Our Website: Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our awesome team!
How to prepare for a job interview at Government Recruitment Service
✨Know Your Diary Management
Since diary management is a key part of the role, brush up on your skills. Be ready to discuss how you prioritise tasks and manage conflicting schedules. Think of examples where you've successfully handled busy calendars or last-minute changes.
✨Familiarise Yourself with Software Tools
Make sure you're comfortable with Microsoft Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint. You might be asked about your experience with these tools, so have specific examples ready that showcase your proficiency and how you've used them to improve efficiency.
✨Build Rapport with Examples
The ability to build relationships is crucial. Prepare anecdotes that demonstrate how you've effectively communicated and collaborated with colleagues at various levels. Highlight instances where your interpersonal skills made a positive impact on team dynamics.
✨Showcase Your Organisational Skills
Be prepared to discuss your organisational strategies. Whether it's managing multiple priorities or keeping track of important documents, share specific methods you've used to stay organised and ensure smooth operations in previous roles.