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| Title | Personal Assistant (PA) 202208 |
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| Description |
This post is part of the Governance and Accountability Team (comprising one Senior Personal Assistant, two Personal Assistants and one Admin Officer) and assists with the day-to-day running of the Directors’ Office. This post also supports the Governance Manager. As a personal assistant (PA) you will work closely with our Science Directors and Management Boards to provide executive PA support. Discretion and confidentiality are essential attributes for this post. The post holder will also need to quickly acquire knowledge of the organisation and its key personnel and external stakeholders.
Reporting to the Governance Manager, the post holder will provide high quality PA support to the two Science Directors based in Peterborough to enable them to deliver their responsibilities effectively. The post-holder will be expected to be proactive and work flexibly to help maintain the professional image of the JNCC. The post-holder will be required to work with individuals at all levels to maintain the highest standards of service to support the Science Directors work and that of the Executive Team as a whole. A background in science and basic understanding of scientific terminology or an ability to rapidly develop this is desirable. Job descriptionPost Duties
• Providing PA support to the two Science Directors based in Peterborough as required including dealing with telephone enquiries, managing email correspondence, arranging meetings and conferences and dealing with visitors in a helpful and professional manner. The post-holder will be required to prioritise messages and requests to ensure appropriate and timely action is taken and meeting and greeting visitors at all levels of seniority. • Maintain knowledge of the Directors work remits and responsibilities to ensure tasks and meetings are prioritised effectively. • Managing the Science Directors diaries as required, ensuring they have a forward plan of engagement and receive reminders for upcoming deadlines, whilst being mindful of overload in the day and transitions between locations. Organising venues and arrangements for hospitality and organising often complex travel arrangements to ensure the most efficient use of their time and resources. The post-holder will be required to organise meetings on behalf of the Science Directors with key government departments and officials. • On behalf of the Directors, checking progress with tasks assigned to Team Leaders, identifying areas of concern and bringing these to the Directors attention. • Gather information, liaising with staff as necessary, ensuring Directors have the information needed to make timely decisions. • Research and summarise facts on behalf of Directors, providing reports and drafting letters/papers/briefings. • Providing secretariat support for Chief Scientists’ Group and Science Management Board. This includes the organisation of dates for meetings, preparation of agendas, the management, formatting and circulation of papers, minuting of meetings and management of actions. • Management and publication of content on the intranet and SharePoint for Science Management Board, Chief Scientists Group and Science Directors, ensuring confidential papers are managed appropriately and can be accessed by designated individuals. Support the Governance Team with both the Audit and Risk Committee and the Joint Committee by formatting and distributing papers, organising meeting arrangements, processing expense claims, maintaining current Declaration of Interests and drafting agendas/briefings/minutes/papers. • Management and publication of content on the JNCC website, ensuring information is up to date and accurate, being mindful of accessibility. • Conveying governance messages to staff, keeping them informed of changes to Joint Committee and senior boards. • Organising and maintaining documents and emails in accordance with JNCC’s information management policy. • Carrying out background research and presenting findings both orally and in writing. • Presentation of documents, briefing papers, reports and presentations using standard Microsoft Office software. • Project management including the management of call-off contracts, reviewing annual agreements, processing requisitions, monitoring budgets, adhering to financial procedures and ensuring value for money. • Providing support for training courses, arranging internal CPD courses for staff and liaising with external training providers. • Deputising for team members during periods of absence. ResponsibilitiesTechnical and ExperienceTo be a successful candidate you will need to demonstrate in your statement of suitability that you have: • Experience as a PA or in providing similar administrative support to senior management. • Experience in minuting meetings. • Highly competent in using Microsoft Word, PowerPoint, SharePoint, Outlook and Teams working to the highest standards of writing, grammar, accuracy and presentation. • Experience in collating and checking information with attention to detail. • Ability to build effective working relationships with colleagues and external contacts at all levels and to tailor support for different people. and ideally but not essential; • Knowledge of the General Data Protection Regulation (GDPR). • Background in science and basic understanding of scientific terminology. • Experience in gathering information researching and summarising facts, producing reports and drafting papers/briefings. BehavioursWe'll assess you against these behaviours during the selection process:
Technical skillsWe'll assess you against these technical skills during the selection process:
BenefitsEquality and diversity
JNCC is committed to creating an environment where everyone feels valued and respected and see this as a good place to work. JNCC has a responsibility to ensure that we have an inclusive culture where discrimination, harassment, bullying and prejudice will not be tolerated. Our selection process is determined on fair and open competition and regardless of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, sex, sexual orientation, marriage and civil partnership. Continuous professional development (CPD) Employees are encouraged to keep developing skills and professional knowledge. JNCC has made available, and encourages employees to use, on average, five working days per annum for CPD activities with access to related funding Leave entitlement JNCC annual leave allowance is 25 days per annum. After five years’ service, leave entitlement increases to 30 days per annum. In addition to annual leave, JNCC offers 12 public and privilege days per annum, three of which are explicitly reserved for office closure between Christmas and New Year. Work/life balance JNCC supports flexible working hours and practices to help employees strike a good balance between work life and personal life. Our policies are family-friendly and include flexi-time, flexible working patterns, compressed hours and dispersed working. JNCC also offers paid maternity, paternity, adoption and shared parental leave, over and above the minimum statutory entitlements. Some work/life balance benefits are available following a minimum length of service. Any move from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/ Civil Service Pension Employees will have the opportunity to join Civil Service pension arrangements, which include a valuable range of benefits. JNCC makes a significant contribution to the cost of employee pensions. Employee Assistance Programme JNCC provides employees with a free and confidential support service which gives unlimited access to information, advice and emotional support to help employees prepare for and manage all of life's ups and downs, events and challenges. Trade Union JNCC has entered into a partnership agreement with its recognised Trade Unions: Prospect and PCS, which employees are able to join and be involved with. Salary sacrifice schemes Employee Discount Scheme Civil Service Sports Club |