REF1586 - Office Manager to Director of Science and Innovation for Cli
What we do:
The Department brings together responsibilities for business, industrial strategy, science, innovation, energy, and climate change.
What we are responsible for:
•Business and enterprise: cementing the UK's position as the best place in Europe to start and grow a business - by supporting local growth, entrepreneurs, and making it easier for businesses to resolve disputes quickly and easily.
•Competitiveness: developing a long-term industrial strategy, supporting competitive markets, cutting red tape and protecting intellectual property.
•Science and innovation: ensuring that the UK is the best place in Europe to innovate, maintaining our world-leading research and science base to drive growth and productivity while reforming the system to maximise value from our investments.
•Labour markets: helping Britain move to a higher wage, lower tax, lower welfare society, tackling illegal practices in the workplace, implementing reform of trade union law, and dealing with abuse of the minimum wage.
•A reliable and resilient energy system: ensuring security of energy supply that families and businesses can rely on, now and in the future. This includes working across the oil, gas and electricity sectors to make sure the UK has a well-functioning, competitive and resilient energy system, and sufficient capacity to meet the needs of energy users in the years ahead.
•Energy bills: keeping bills as low as possible for hard-working families and businesses.
•International climate change and cost-effective carbon reduction at home: taking action on climate change alongside international partners to safeguard our long-term economic and national security. And meeting our national carbon target of at least an 80% emissions reduction by 2050 through efficient procurement of low carbon generation and otherwise in ways that keeps the cost of action as low as possible, to ensure value for money for our families and businesses.
•UK energy legacy: managing the legacy of our energy industries sustainably and responsibly. This means discharging legal liabilities effectively and managing the security risks from the legacies of our nuclear and coal industries, and other energy liabilities.
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The Science and Innovation for Climate and Energy (SICE) Directorate is looking for an Office Manager to provide outstanding strategic and administrative support to the Director and ensure the smooth running of his office, thereby enabling him and his team to deliver their objectives of leading and driving the Department's Energy Innovation Programme as well as its science and engineering evidence for climate change and energy policy.
The successful candidate's main objectives will include:
• managing all email correspondence to the Director's Inbox - ensuring the Director is sighted on all relevant information
• managing the Director's diary effectively - ensuring the right stakeholders / activities / meetings are prioritised
• ensuring actions are completed on time
• ensuring members of the leadership/wider team are sighted on relevant emails
• commission responses to actions from leadership/wider team as necessary
• ensure meeting packs are prepared in advance
• draft responses / staff communication where appropriate
• arrange travel/accommodation/catering/room bookings/visitor passes/expenses
• provide secretariat/governance support for team engagement/operational meetings such as stand ups and Heads of Team meetings; draft agendas and take meeting minutes as necessary
• take responsibility for Director's inbox during periods of leave
The role also provides support in the following areas:
• HR support such as
o keeping track of staff numbers, vacancies and the various employment arrangements across the directorate
o ensuring the Establishment Control List (ECL) is kept up to date
o ensuring line management and functional structure charts are kept up to date
o coordinating and completing HR related returns
o coordinating end of year moderation, objectives moderation and talent management
o support/lead on specialist and ad hoc recruitment campaigns as required
• Leading and managing the directorate's administrative support team including
o Line management of PAs to Deputy Directors, Correspondence Officer and/or Portfolio office support
o Ensuring SCS and Directorate receive high quality administrative support and appropriate and clear administrative processes are in place
o The role also has accountability for
Pay and Non Pay Awards Commissioning&Processing
New Starter packs and New Starter Set ups
The directorate's Business Continuity Plan
Management of Innovation Correspondence Inbox and Correspondence Trackers
Ensuring People Plan is kept alive
Directorate distribution lists
o Provide ad hoc support to DDs and cover correspondence activities where necessary
o Arrange directorate training events and manage bookings
• Ad hoc projects/event management such as Away days etc.
Essential: The ideal candidate will have previous PA experience and be competent in the use of Microsoft Office, including Word, Excel and PowerPoint.
Desirable: Previous project management and line management experience would be helpful.
We'll assess you against these competencies during the selection process:
- Changing and Improving
Finding ways to improve systems and structures to deliver more streamlined resources. Regularly review procedures or systems to identify improvements and simplify processes and decision making. Be willing to meet the challenges of difficult and complex changes and responding appropriately to potential effects.
Collaborating and Partnering
Establishing relationships with a range of stakeholders to support delivery of business outcomes. Acting as a team player, investing time to generate a common focus and genuine team spirit. Readily share resources to support higher priority work, showing pragmatism and support for the shared goals of the organisation. Dealing with conflict in a prompt, calm and constructive manner.
Delivering at Pace
Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Successfully managing, supporting and stretching self and team to deliver agreed goals and objectives. Showing a positive approach in keeping their own and team's efforts focused on the goals that really matter. Plan ahead but reassess workloads and priorities and regularly monitor own and team's work against targets. Coach and support others to set and achieve challenging goals.
Seeing the Big Picture
Being alert to emerging issues and trends which may impact or benefit own or team's work and developing an understanding of the area's strategy and priorities. Understanding how services, activities and strategies work together to create value for your customers.
Civil Service pension schemes may be available for successful candidates.
Things you need to know
Successful candidates must pass basic security checks .
Selection process details
Feedback will only be provided if you attend an interview or assessment.
Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here .
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .
The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.