About the job

Job summary

Are you experienced in working with senior leaders at CEO, Director, and Board level to enable an organisation to work well and succeed?

Do you enjoy writing and have experience in preparing clear and accurate reports for decision makers?

Do you want to play a role in helping the OEP achieve its mission to protect and improve the environment?

We are excited to be looking for a Board Secretary and Private Office Manager to come and join our Business Strategy and Planning team.

We are a small team which works at the heart of the OEP.  Leading on governance, strategy, planning, risk management and board and executive support, we pride ourselves on providing first class services to our executive leaders and board. We are looking for a motivated and professional individual to fulfil a key role in our team, and the organisation as a whole.  

The Office for Environmental Protection (the OEP) mission is to protect and recover the environment. Created by the Environment Act 2021, our role is to hold Government and public bodies to account. We do this in several ways including reporting on progress against environmental targets, advising on changes to environmental laws and receiving complaints from the public which can lead to us taking enforcement action.

With a total staff of just over 70, the OEP is a dynamic, friendly and flexible organisation covering both England, Northern Ireland, and environmental matters reserved to the UK government. We offer flexible working arrangements, high profile, dynamic work and the chance to have an impact on improving the state of the environment.

To find out more about the OEP, what we do, who we are and our current work, visit the OEP website .

The OEP is a non-departmental public body sponsored by Defra in England and DAERA in Northern Ireland which means it operates independently from Defra. Our employees are public servants and as part of the benefits package, employees have the opportunity to enrol in the Civil Service Pension Scheme.

Job description

This is an exciting opportunity to work at the heart of the OEP and everything it is trying to achieve.

The Board Secretary and Private Office Manager is a key and trusted support to our senior leaders and plays a key role in enabling our organisation to deliver our mission.

The role holder will;

• Provide expert and high-quality secretariat services to ensure the business of the board and its committees is well planned and seamlessly delivered including meeting scheduling, forwarding planning, preparation of agendas, management of papers and minute and record keeping
• Prepare the Chief Executive’s report to the Board, ensuring the Board is kept informed of the OEP’s key issues and strategic progress
• Lead on governance and related issues, as a trusted subject matter expert, ensuring our governance is understood and complies with good practice. The role holder will lead on the preparation of the annual governance statement
• Support effective communication between the board, the executive and teams, and help make our decisions transparent to the public by preparing material for publication
• Manage a small team providing executive support services to our senior leaders to ensure they are supported to deliver their best
• Manage information requests, acting as a key decision maker for requests under the freedom of information act, or environmental information regulations

The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

Person specification

Essential Criteria;

• Excellent written communication skills and experience of producing reports, minutes or records for decision makers or for publication
• Significant experience of developing relationships of trust with senior stakeholders within and outside an organisation
• Proven organisational skills, and the ability to prioritise workloads to ensure the best outcomes are achieved
• Experience of managing a team to deliver service outcomes
• The ability to keep up to date with how issues and events affect your organisation, and understand how these affect your work, and the work of your team

Benefits

Pension  

The OEP offers a generous defined benefit, inflation-proof Civil Service Pension which is a valuable part of your total reward package. Upon joining the OEP, staff can opt to join the Civil Service Pension Scheme which, depending on salary, offers a personal contribution rate of between 4.6% and 7.35%, and an employer contribution rate of between 26.6% and 30.3%. There is also the option to join a partnership scheme. Full details and benefits of the options available to you can be found on the Civil Service Pensions Portal. 

Leave and Flexible Working 

The OEP offers 25 days annual leave rising to 30 days over 5 years for all new entrants.   

Additional paid leave is available where necessary to cater for a variety of situations including, but not limited to, family-related leave, volunteering days, exam and study leave, public duties and trade union activities. In addition, we offer a generous enhanced maternity leave, parental leave and shared parental leave policy. 

The OEP is supportive of flexible working and has a flexible working policy to allow for variations in individuals working hours where this is compatible with business need. 

Performance Management and In Year Bonus Scheme 

The OEP is committed to promoting a high-performing culture for all employees.  Performance and development management is key to developing trusting relationships between managers and employees so that they can be their best and thrive at work. Every individual will have a performance management plan which will be reviewed on a regular basis.  

The OEP has a quarterly ‘In-year Bonus Scheme’ where individuals and/ or teams can be recognised for outstanding one-off contributions and achievements. 

Learning and Development 

The OEP is a learning organisation and strongly supports the continuous professional development of all employees through both personal and work related study. The OEP will pay for one relevant profession membership per employee to support continuous professional development. 

Every employee has access to five days learning and development each year to support professional development. This could be through Civil Service Learning mandatory and voluntary learning, corporate inductions, staff events and welcome days as well as relevant professional qualifications and specific courses. 

Staff Wellbeing 

Staff wellbeing is extremely important and the OEP strives to provide access to numerous resources to aid the wellbeing of its employees. Current initiatives include: 

Access to the Employee Assistance Programme (EAP) providing free and confidential 24/7 telephone advice and guidance to support employees with both personal and employment issues. This may include personal wellbeing, career development or legal matters such as landlord / tenant disputes.  

Access to an Occupational Health Service to provide a range of support service to help with the way you feel at work.  

Access to trained Mental Health First Aiders and wider Defra Group mental health first aid network and resources.

Free access to Headspace, a mindfulness, meditation and sleep app.

Access to a Financial Wellbeing Portal.

Free eye tests and a contribution to glasses/ lenses if required for VDU use. 

Salary Sacrifice, Discounts and SmartTech Benefits 

All employees have access to the STaR, Reward Gateway an online platform providing access to hundreds of discounts, offers and cashback options with well-known retailers. They offer a SmartTech scheme, a Cash Healthcare plan and numerous other benefits and services. 

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Application Process 

As part of the application process, you will be asked to complete a CV, including job history and qualifications, and a 750 word Personal Statement detailing how you meet the essential criteria outlined in the person specification and 250 word statement on lead behaviour, working together.

The OEP uses the Civil Service Success Profile  framework which is made up of five elements: Behaviours, Strengths, Ability, Experience and Technical. It is strongly recommend you have a look at the Success Profiles to enable you to make the best application possible. When writing behaviours at application stage or presenting behaviours in interview, the OEP recommends you use the STAR format to present your answers (Situation, Task, Action, Result).    

The personal statement is a very important part of your application. Review the person specification on the job description and outline how you meet it providing specific and relevant examples. These could be from work, volunteering, training or education.

Further details are provided on the application form. 

Sift 

After the closing date, your application will be assessed against the essential criteria outlined in the person specification and the lead behaviour, Working together.

Should a large number of applications be received, an initial sift will be completed on the lead behaviour, Working together.

Candidates who pass the sift will be progressed straight to assessment/interview. 

Applicants will be notified of the outcome shortly after the closing date.

Please note that feedback will not be given to applications at sift stage. 

Interview 

If successful at application stage, you will be invited to an interview where you will be assessed on the elements outlined in the advert. 
 
Prior to interview or at interview, you may be required to complete an additional exercise or deliver a presentation. If this is required details will be sent alongside your invite to interview. 

Interviews will be held in-person at the Worcester office. Travel and subsistence costs will not be reimbursed for candidates travelling to interview.

Appointments

All appointments will be made in merit order following interview.

Identification

Candidates will need to bring ID to interview for verification in person. Human Resources will contact you to advise what ID you need to bring. 

Following interview, ID will need to be checked for Right to Work and BPSS security clearance. This will be done by secure online platforms via the Government Recruitment Service.

Reserve List 

A reserve list may be held for a period of 12 months from which further appointments can be made. All appointments will be made in merit order. 

Near Miss Appointments

On occasion candidates may attend interview for the advertised post but will narrowly miss the standard required at interview. The OEP may, where appropriate, consider such candidates for alternative, similar posts at a lower grade.

Salary 

New entrants are expected to start on the minimum of the pay band. 

Location 

All OEP roles are based in Worcester and/ or Northern Ireland.  This role will be based in Worcester the successful employee will be contractually based at the Worcester office. The OEP embraces  a blended working model and will support a combination of office and home working which will be dependent on business need and individual circumstances. GB based employees are expected to attend the office in Worcester for a minimum of 2 days a week (pro rata). If GB based, travel and subsistence will not be paid for travel to the Worcester office. 

If the candidate is an internal candidate, they retain the right to their current contractual location unless TUPE restrictions apply. Home working contracts will not be issued for GB based staff as a standard. 

Reasonable Adjustment 

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 
 
If you need a change to be made so that you can make your application, you should: 
 

• Contact the OEP at recruitment@theoep.org.uk  as soon as possible before the closing date to discuss your needs. 
• Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional. 

Accessibility 

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section. 

Criminal Record Check 

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service or Access NI on your behalf. However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading. 

Visa Sponsorship Statement 

Please note that the OEP is not a UK Visa and Immigration (UKVI) Skilled Worker Licence Sponsor and is unable to sponsor any individuals for Skilled Worker Sponsorship. 

Childcare Vouchers 

Any move to the OEP from another employer will mean you can no longer access childcare vouchers. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at www.childcarechoices.gov.uk 

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.