About the job

Job summary

Diverse Perspectives and experiences are critical to our success, and we welcome applications from all people from all backgrounds with the experience and skills needed to perform this role. We look forward to receiving your application.

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.

To provide support to the Director of Transformation and the Divisions Senior Leadership Team (SLT). The post holder will be responsible for supporting SLT activities and will lead on the co-ordination of the divisional wide meetings and working groups. The post holder will also provide resilience and cover for the Directors Executive Assistant

Job description

• Supporting and managing Divisional communication and information systems, including management and oversight of relevant SharePoint sites
• Supporting a range of administrative, financial and governance processes to support SLT, its activities, and the delivery of the OSD business plan
• Oversee various Divisional working groups to ensure that all activity is delivered on time, effectively and aligned with Divisional priorities and objectives
• Production of comprehensive meeting packs, briefing material and performance packs which may include sensitive information
• Arranging meetings, preparing agendas and meeting papers, and booking meeting rooms
• Attending and managing meetings, including note/action taking Maintaining a central action and decision database and following-up any actions identified at meetings, ensuring timely updates and communicating to meeting attendees
• Supporting recruitment activity, including updating the recruitment system, liaising with Human Resources, ensuring that the process of onboarding new employees into HSE is seamless, whilst ensuring that employees that move CS departments and or leave the organisation are dealt with in timely and organised manner.
• Supporting procurement activity, which includes the receipting of invoices, working with team managers across the organisation, finance business partners and the procurement team to ensure that invoices are receipted and paid in accordance with CS practice. Ensure that issues and or problems with invoice payments are rectified at the earliest opportunity to ensure timely payments
• Liaise with the procurement team to ensure that invoices are correct, raising increases in purchase orders when necessary, in a timely manner
• Undertake assurance activity as directed by the DST Team Leader to support OSD Senior Leadership Team to support divisional assurance activity, this may involve internal audits and reporting activity.
• Support the Division to ensure that its response to all Corporate requests in a timely fashion, ensuring that the division has a ‘Forward Look’ to ensure a proactive response where appropriate.
• Booking travel and accommodation with travel itineraries, directions etc. and coordinating travel with others in line with HSE travel policies
• Liaising with other HSE divisions to ensure coordinated approach
• Providing general assistance and undertaking other administrative tasks required for the smooth running of HSE operations
• Assisting in arranging and supporting corporate events
• Supporting other ad-hoc divisional and corporate activities
• Provide resilience and cover for the existing EA role 
• Occasional travel and overnights stay maybe required
• Able to respond well to change and works well with unpredictable demands
• Able to look for opportunities to add value unaided
• Able to work with minimal supervision
• Able to influence others by understanding the needs of the business and communicate these effectively and confidently, even in challenging situations
• Able to deal effectively and efficiently with those at a senior level
• A natural optimist, with a “can do” approach to solving problems and delivering outcomes
• Confident, resilient, resourceful and prepared to learn quickly to deliver exceptionally high standards
• Able to identify inter-relationships across various work areas

At HSE, we are proud to be able to offer our people the opportunity to work in a hybrid way which combines working from home and the office. This is a voluntary, non-contractual arrangement and your allocated office will be your contractual place of work. There will be a requirement to travel to the office for various activities e.g., collaborative working, supporting and training colleagues. If hybrid working is suitable for you and your role, the arrangements will be determined primarily by business need, but personal circumstances and other relevant circumstances will also be taken into account. Therefore, we would encourage candidates to consider if the commute from home to the office is a feasible distance to travel before making an application. Please note that if you are successful, hybrid working will be discussed prior to taking up the post. 

Person specification

Essential skills

• Previous experience in an EA / PA role
• Previous experience of managing multiple stakeholders and tasks
• Excellent interpersonal skills and building relationships
• Ability to work independently and as part of a team

Benefits

Alongside your salary of £27,316, Health and Safety Executive contributes £7,375 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 Guidance

Please access the following link for guidance on how to apply and how to complete a personal statement https://www.civil-service-careers.gov.uk/how-to-apply/

Application Information

As part of the application, you will be asked to complete the following: 

• A CV that displays your career history, skills, experience and qualifications 
• A 500 word Statement of Suitability based on the Essential Criteria listed in the person specification.

Sift Information

At Sift, you will be assessed on your CV and statement of suitability.

The sift is due to take place the week commencing 19th February 2024.

Interview Information

At Interview, you will be assessed on the behaviours listed in the advert.

The interviews are due to be held during the week commencing 26th February 2024.
 
Please note the sift and interview dates could be subject to change due to panel availability. 

Further Information

Please note that a Reserve List will be held for the period of up to 12 months.

It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful in their application.

For a summary of HSE terms and conditions as part of Civil Service Reform, please see the attached document.

Any move to HSE 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 here

If you have a disability and you need an application form in an alternative format or you would like to know more about our recruitment process, please contact: hr.resourcing-team@hse.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

Open to UK nationals only.

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.