Executive Assistant - Croydon - Ruskin Square

About the job

Job summary

Discover a career in your hands at HMRC. Whether you're seeking purpose, growth, or a workplace that gives you a true sense of belonging, hear from some of our employees as they share their story about what it's really like to work at HMRC.

Are you a natural organiser and do you want to work for an organisation that values its people? Then look no further, this job could be just what you're looking for!

At HMRC we are committed to creating a great place to work for all our colleagues; an inclusive and respectful environment that reflects the diversity of the society we serve. We want to maximise the potential of everyone who chooses to work for us and we offer a range of flexible working patterns and support to make a fulfilling career at HMRC accessible to you. Diverse perspectives and experiences are critical to our success, and we welcome applications from all people from all backgrounds with the experience and skills needed to perform this role.

We have a vacancy for an executive assistant to the Deputy Director of our Finance Systems Strategy and Change (FSSC) team within the Risk, Control and Financial Accounting (RCFA) Directorate. The FSSC team performs vital work at the heart of HMRC, and our core mission is to help make tax management systems better and smoother for users and safer for HMRC by supporting the modernisation and optimisation of those systems.

The postholder will work closely with many stakeholders including:

• G6 and G7 team leads across the Finance Systems Strategy and Change team.
• Senior Leadership Team and their Private Offices from across HMRC.
• Other government departments that we work with including HM Treasury.
• HMRC Shared Service partners.

Job description

This is a really exciting opportunity to play a key role directly supporting the Deputy Director, working closely to manage the day-to-day monitoring and organisation of their diary and inbox, and also provide business support for the team as a whole. The environment is fast paced and the role is multifaceted; requiring someone who can work flexibly, learn quickly, act on their own initiative and be comfortable working with ambiguity and change in a dynamic environment.

Person specification

The successful candidate will be a proactive and organised individual, ideally with experience of working in a diary management or business support role. You will be expected to prioritise your own workload and working responsibilities in line with your principal and your team's priorities, ensuring work is actioned in a timely manner to agreed deadlines. You'll have a can-do attitude and flexible approach.

Key responsibilities:

• Effective management of the Deputy Director's diary and inbox, including prioritising, planning, negotiating, and making decisions where necessary.
• Support with responding to requests/queries from other parts of HMRC, developing reports and liaising with colleagues at all levels to resolve issues.
• Collating papers/briefing packs and being responsible for coordinating meeting papers, ensuring the Deputy Director is provided with the relevant information in advance of meetings.
• Researching specific issues on behalf of the Deputy Director - some of which may be of a highly technical nature.
• Preparing/commissioning bespoke presentations for speaking engagements.
• Support key Senior Leadership Team and Wider Leadership Team meetings, ensuring agendas reflect priorities and support effective decision-making. You will coordinate forward looks and papers, take minutes, track actions, and issue clear and timely readouts.
• Administrative responsibilities for meetings with senior leaders from across HMRC and across government, including taking minutes at meetings, representing the Deputy Director at certain meetings, acting as Network Secretariat, arranging room bookings and travel for the Deputy Director as needed.
• Building up a good knowledge of the range of activities handled across the team and developing relationships with team members including but not limited to rewards management, SLT recruitment, coordination of learning development bids, people, and customer surveys, and supporting the delivery of team events.
• Assisting the Finance Director's Private Office when needed.
• Any other duties assigned by the Deputy Director, Finance Systems Strategy Change.

Essential Criteria

• Proven experience of communicating and building effective working relationships with both peers and senior colleagues.
• Experience of working in a fast-paced Private Office or similar environment, managing your own time and that of the Director or Deputy Director in a highly organised manner, prioritising multiple demands and negotiating deadlines.
• Experience of handling confidential information and dealing with HR related activities.
• Enthusiasm to build a good understanding of your principal's priorities and the work of the directorate.
• The ability to work collaboratively and flexibly with others and within a dynamic team, often to short deadlines, to achieve common goals.
• Good judgement and a considered approach to situations, tasks, and problems.
• Experience of working with Office 365 (SharePoint, Outlook, OneNote, Word, PowerPoint, Copilot and Excel).

Desirable Criteria

• Experience of preparing reports and analysis.

Benefits

Alongside your salary of 42,631, HM Revenue and Customs contributes 12,350 towards you being a member of the Civil Service Defined Benefit Pension scheme. HMRC operates both Flexible and Hybrid Working policies, allowing you to balance your work and personal commitments. We welcome applications from those who need to work a more flexible arrangement and will agree to requests where possible, considering our operational and customer service needs. We offer a generous leave allowance, starting at 25 days and increasing by a day for every year of qualifying service up to a maximum of 30 days.

• Pension - We make contributions to our colleagues Alpha pension equal to at least 28.97% of their salary.
• Family friendly policies.
• Personal support.
• Coaching and development.