Personal Assistant (Peterborough or Aberdeen)

JNCC will be adopting a more flexible approach to working options and, once we are able to return to working in our office locations, our people will have more flexibility about where they choose to work. The expectation is that we will be expected to work from our office base for 1 – 2 days a month as a minimum.  We can provide more details at the interview and offer stages.

Who are JNCC?

Established in 1991, we’re the UK’s statutory advisor on issues affecting the natural environment across the UK and internationally. Our primary role is advising all four Governments of the UK. We also work with private sector organisations to support decision making on the sustainable use of marine waters and natural resources around the UK. JNCC is led by the Joint Committee, which brings together members from the nature conservation bodies for England, Scotland, Wales and Northern Ireland and independent members appointed by the Secretary of State for the Environment, Food and Rural Affairs under an independent Chair. Support is provided to the Committee by almost 270 people who bring together scientific and technical expertise, extensive knowledge of policy at global, European and national levels, and skills in working with other organisations. Staff are based in two main offices in Peterborough and Aberdeen.

Why JNCC?

We’re small enough (c.270 staff) that your voice is heard by everyone including the CEO, but big enough that we have all the skills, resources and people you’ll need to get the job done. All our staff are passionate about conservation and making a difference to the world we live in. We have a very flexible, inclusive and welcoming organisational culture. Our Executive Management provides advisers with the freedom and tools you will need, and our friendly team will assist you in your role. You will benefit from our supportive workplace culture, excellent holiday and pension benefits, as well as an exciting job in a unique environment.

Hours of work:                    Full-time

Normal minimum hours of attendance for the post are 36 hours per week over a 5-day period, Monday to Friday.

Flexi time is available. This post may also be suitable for job share. 

Annual Leave:

The annual leave allowance is 25 days per year, rising to 30 days per year after 5 years’ service. There are also 12 days public and privilege leave. Part-time staff will receive this on a pro rata basis.                

Team/Post Background

This post is part of the Governance and Support Services Team, led by the Head of Organisational Development. The team delivers the day-to-day running of the Directors’ Office, governance and accountability functions as well as providing the effective running of the main office functions and facilities. 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 Senior PA, the post holder will provide high quality PA support to two of the Directors 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 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.       

Post Duties                        

•             Providing PA support to two Directors 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 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.

•             Providing secretariat support for key groups such as Chief Scientists’ Group or 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, SharePoint or JNCC website for said boards/groups as required 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.

•             Conveying governance messages to staff, keeping them informed of changes to Joint Committee and senior boards.

•             Presentation of documents, briefing papers, reports and presentations using standard Microsoft Office software.

•             Carrying out background research and presenting findings both orally and in writing.

•             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.

Technical and Experience

To be a successful candidate you will be/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.

Behaviours

•             Managing a Quality Service (lead behaviour)

•             Seeing the Big Picture

•             Delivering at Pace

•             Working Together

•             Communicating and Influencing

In the event that we receive a large volume of applications we reserve the right to conduct the sift based on the Lead Behaviour of Managing a Quality Service

Please see the CS Behaviours framework for more details at this grade:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

Closing date and interview date

The closing date for this post is 23:55 on Sunday, 17 July 2022

The anticipated interview date is week commencing Monday, 25 July 2022

APPLY HERE.