About the job

Job summary

One of the highest priorities for the Civil Service is improving commercial capability across Government, a priority being driven by the Government Commercial Function (GCF).

 As part of the work of the GCF, the Commercial Capability Team has established a Government Commercial Organisation (GCO) that will recruit, retain, develop and grow senior commercial talent, helping to drive commercial best practice and improved commercial outcomes. The GCO employs senior commercial staff across all Government Departments. It currently employs over 1500 commercial professionals and is growing.

 In addition to managing the GCO, the Capability team delivers a range of services to departments and individuals including recruitment, commercial capability assessment, talent management, learning & development, community engagement, contract management and procurement legislation training. Many of our services are also being rolled out to the wider public sector.  

 This post is a Business Support Officer to the Senior Leadership Team (SLT) and in the absence of the Business Manager to provide support to the Director. As a Business Support Officer you will be responsible for providing high level administrative support to the leadership team to support the delivery of their business plan and key deliverables. You will be required to interface with the wider Government Commercial Function, other Government Departments and key stakeholders and will be responsible for maintaining a comprehensive understanding of the GCO’s Operations, with particular focus on corporate issues.

Job description

The post-holder will support the Business Manager in ensuring the smooth operation of business within Commercial Capability. They will be required to support the Business Manager in running the Director’s office and to ensure his diary and time is efficiently managed. This role also has an emphasis on assisting the collective leadership team with their business activities and the organisation of complex/multi-stakeholder meetings. This will require effective diary and time management and a strong awareness of upcoming priorities in order to ensure corporate and business objectives are achieved. 

This role will also entail providing general administrative support to the Senior Leadership Team (SLT) of Commercial Capability to enable the smooth and effective running of the organisation’s leadership. The post-holder will require advanced administrative skills and the ability to work independently on balancing important and conflicting priorities. The post-holder will also undertake projects and pieces of work on behalf of the Senior Leadership Team when required, with minimal supervision. 

In this role, the post-holder will be a key liaison for information from staff both within and outside the Government Commercial Organisation. The post-holder must be able to collaborate effectively whilst speaking authoritatively about the work being undertaken and be able to make decisions that reflect the needs and priorities across the directorate. It is therefore necessary that the post-holder can demonstrate strong influencing and relationship management skills in this role.

The post-holder will also have corporate responsibilities and have access to sensitive information, often being involved in assisting the SLT to address complex, high ‘profile’ issues within the Department.

Key responsibilities
     
● Diary Management: the post-holder will manage the Director’s diary to ensure Business objectives are met. This will include scheduling regular meetings with direct reports and key stakeholders. The post-holder will also provide support to the Collective Leadership Team with complex engagements. The post-holder will be required to ensure best use of their time and rectify clashes and consider the business priorities when scheduling meetings. 

● Preparing Documentation: the post-holder will be required to work with GCO/CO colleagues to ensure briefing materials are received on time and are of high quality. The post-holder will also be able to draft submissions for clearing by the Business Manager. 

● Meeting and travel preparations: the post-holder will also need to arrange travel, accommodation, hospitality for engagements. This will include booking meeting rooms, booking visitors in, and resolving any technical issues where these arise. This will also involve working within budgets.

● Stakeholder Engagement: the post-holder will be expected to effectively build and maintain relationships with multiple CO/GCO colleagues, including Commercial Director’s, their Private Offices and other stakeholders as needed. 

● Communication: The post-holder will be a key point of contact for pressing advice and requests and ensuring that the leadership team are apprised of any urgent or emerging issues; providing sufficient information to help them operate effectively.

● Corporate Activities: The post-holder will work with the Business Manager to complete regular reporting returns. This will entail collating information from multiple sources and checking for accuracy.

● Identify priorities and correct escalation routes to ensure deadlines are met and actions are followed up.

● Event Management: The post-holder will contribute towards the organisation of large scale events such as away days and training events.

● Data Management - You will be required to support the Business Manager and Director in ensuring that data is effectively captured and stored. This will include ensuring that data assets are maintained by data asset owners. 

● Budget Management – The post-holder will support the Business Manager in managing a budget designated for training needs.

● The post holder will be required to stand in for the Business Manager as and when necessary . This will entail triaging emails, meetings, commissions for the Director and SLT.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. In the role, you will be expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder. 

Person specification

EXPERIENCE / SKILLS / CAPABILITIES

Essential 

• Experience of supporting senior individual(s) in public or private sector.
• Excellent relationship management, interpersonal and influencing skills.
• Highly organised with experience of diary and mailbox management.
• Excellent written and verbal communication.
• Proactive approach to work and an ability to identify and resolve issues. 
• Ability to work well as part of a team and adapt in a dynamic environment. 
• Strong attention to detail, with a commitment to high quality work.
• Strong problem solving, data, reporting, analytical and research skills. 

Desirable

• Competent at understanding and navigating Civil Service structures, relationships, key personnel, and policies and procedures.
• Experience of working with Google office products (Gmail, Google Drive).

Additional information:

A minimum 60% of your working time should be spent at your principal workplace. Although requirements to attend other locations for official business will also count towards this level of attendance.

Benefits

Alongside your salary of £35,400, Cabinet Office contributes £9,558 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

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 assessed on your Experience and will be asked to complete:

• A name-blind (anonymous) CV which includes job history & skills and experience.
• A name-blind statement of suitability (500 words max). Referring to the essential experience section of the job advert please demonstrate how you are suitable for the role by providing relevant examples.
• Written evidence of the lead behaviour of Managing a Quality Service for this role (250 words maximum). Please make your examples as relevant as possible to the role.

Should a large number of applications be received, an initial sift may be undertaken using the lead Behaviour of Managing a Quality Service. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.

Selection process

If successful at sift, we will invite you to interview for the position. The interview will assess you against the Civil Service "Behaviours" success profiles.

Expected timeline (subject to change)
Expected sift date – w/c 11th March 2024
Expected interview date - w/c 25th March 2024
Interview location - Virtual via Google Meet

Reasonable adjustments

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 Government Recruitment Service at  cabinetofficerecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
• Complete the ‘assistance required’ section in the ‘personal information’ page of your application form to provide information we should be aware of that will enable us to support you further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

Further information

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

Please note that this role requires CTC clearance, which would normally need 3 years’ UK residency in the past 3 years. This is not an absolute requirement, but supplementary checks may be needed where individuals have not lived in the UK for that period. This may mean your security clearance (and therefore your appointment) will take longer or, in some cases, not be possible.

Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter 

Please note terms and conditions are attached. Please take time to read the document to determine how these may affect you.

Any move to Cabinet Office 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

A reserve list will be held for a period of 12 months, from which further appointments can be made.

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service /Disclosure Scotland 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.

For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email Info@disclosurescotland.co.uk

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

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment. 

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

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

Security

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window). 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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.