About the job

Job summary

The Department for Environment, Food and Rural Affairs (Defra) is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Strategy Directorate

Strategy is a fast-paced, dynamic, and challenging environment. Our purpose is to give a high quality and timely service to Ministers and the Permanent Secretary, and to ensure that Defra group is able to achieve the strategic objectives we set out in our Business Plan.

We work in support of Defra’s strategic objectives, look at how we can join up with other initiatives across the organisation to get things done, support each other to deliver excellent work, help Defra to make good decisions and we identify and unblock barriers to change.

Encouraging diverse applicants

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups.

Location

This is a London only role as the team and senior officials are based in 2 Marsham Street, there is an expectation that they will be in whenever politician or SpAd is in (usually 4 days) but we are willing to be flexible where there is a need

Job description

This is an exciting time to join Private Office for Ministers and SpAds We are looking for resilient candidates, who enjoy building strong relationships and working in a fast-paced environment. Excellent organisation and prioritisation skills are essential.

The roles involve daily direct interactions with Ministers, special advisers, senior officials and external stakeholders. You will often be the first point of contact for those who wish to get in touch with your principal.

You will be responsible for planning and managing your principal’s diary, working closely with the wider Private Office team to support the organisation of visits, meetings, other engagement & the day-to-day management of the diary.

You will be responsible for coordinating and managing the handling of stakeholder invitations and meeting requests, ensuring appropriate responses are provided in coordination with other Private Offices.

These roles attract a duty allowance of £3,474 per annum. This reflects the need for on-call hours and, in a crisis, some unsociable hours. However, duty operates on rotation among the team so that this is shared out.

Person specification

• Strategic planning of your principal’s diary, developing a high-level understanding of key departmental priorities and ensuring efficient and appropriate use of their time
• Day-to-day management of the diary – setting up meetings and adapting quickly to changes to ensure smooth and effective management of your principal’s time Prepare daily diary packs, ensuring they have all the relevant briefing they need for their meetings
• Responsible for handling invitations – working with the wider Private Office teams and policy officials to produce advice for your principal, and oversee the responses sent
• Assist with the planning of visits both within the UK and overseas
• Any other tasks as agreed with your line manager

Person specification

• Excellent organisational and prioritisation skills, with the ability to work effectively across a range of tasks, reprioritising, escalating and communicating effectively as required to deliver to tight deadlines
• A clear and demonstrable ability to work at pace in an outcomes and quality focused way
• Sound judgement and ability to make tough decisions and recognise when to escalate difficult issues
• Strong oral and written communication skills, as well as excellent interpersonal skills with a proven record of establishing, building and maintaining strong, collaborative and productive relationships
• Experience of building productive stakeholder relationships, often bringing together people with differing views to develop consensus and support
• Confidence to have difficult conversations with senior people and make tough decisions
• Committed to promoting and maintaining an inclusive work environment

Benefits

Alongside your salary of £30,827, Department for Environment, Food and Rural Affairs contributes £8,323 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 asked to complete a CV and 2 Behaviour statements (250 word max per statement).

Further details around what this will entail are listed on the application form.

Sift

Should a large number of applications be received, an initial sift may be conducted using the lead behaviour: Delivering at Pace.

Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

The CV is for reference only and will not be assessed.

Sift and interview dates to be confirmed.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on Behaviours.

Interviews will be held via video link and are expected to last no longer than 50 minutes.

You may be asked to deliver a presentation as part of your interview.

Location

Please be aware that this role(s) will be contractually based a London 2 Marsham Street.

Reserve List

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

Salary

New entrants to the Civil Service are expected to start on the minimum of the pay band. The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.

Visa Sponsorship Statement

Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

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 Government Recruitment Service via defrarecruitment.grs@cabinetoffice.gov.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

If successful and transferring from another Government Department, a criminal record check maybe carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognize in exceptional circumstance 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.

Internal Fraud Database Check

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.

Full Time Only

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.

Higher Security Clearance

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

Childcare Vouchers

Any move to Defra 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 https://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. 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.