About the job

Job summary

This is an exciting time to join the Department for Business and Trade. Our aim is to promote British trade and investment across the world which is vital for the prosperity of the UK. DIT brings together policy, promotion, and financial expertise to break down barriers to trade and investment in markets across the world to help businesses succeed. This is a great opportunity to be part of an international team that contributes to the success of the UK's trade goals. 
 
The Investment Directorate is the beating heart of everything investment in the Department for Business and Trade. The team works closely across Whitehall to deliver strong and coherent government support to business. We lead on engagement with global pools of capital, deliver our strategy, and performance metrics, as well as offering specialised sectoral advice and influence policy making. 
 
We are seeking a talented and enthusiastic candidate to join the Private Office in the Investment Directorate as the Executive Assistant.  The role is vital in assisting our SLT in managing and coordinating their time to deliver an effective programme of internal and external departmental duties, international visits, and stakeholder engagements.  

As Executive Assistant you will have an exciting opportunity to work in a busy private office with a unique overview of the workings of DBT, Whitehall and business. You will join a busy team at the heart of the organisation, working closely with the Investment Directorate Senior Leadership team, external stakeholders and officials within the department both in the UK and overseas. 

Job description

Working in a busy Private Office and reporting to the Private Secretary, you will play a pivotal role in ensuring the SLT makes effective use of their time by:  

• Planning and managing appointments, keeping the team and Private Secretary informed of changes in the daily schedule, and using your own judgement to prioritise appointments 
• Understanding meeting priorities and dealing with clashes, organising deputies where necessary 
• Preparing meeting papers, obtaining background papers, briefing notes etc  
• Ensuring the your principal has the correct advice and briefings for meetings 
• Coordinating the logistics of overseas visits, including booking flights/hotels and ensuring value for money 
• Acting as a representative of the department when communicating with and meeting external stakeholders 
• You may be required to pick up additional duties depending on business needs including corporate & HR related duties 

Person specification

Essential criteria 

While no previous experience is required to be successful in this role, we are looking for someone who:  

• will be highly organised with the ability to manage competing priorities and deliver them at pace to a high standard 
• should be confident in dealing with senior people and possess excellent written and verbal communication skills  

Desirable criteria  

• Excellent organisation and prioritisation skills  
• An ability to develop and maintain strong and effective working relationships both with senior stakeholders, within and outside the department 
• Experience in diary management 
• The role may present opportunities to take on extra responsibilities and so you should be a self-starter with drive and energy 
  

Personal attributes & skills 

We would be particularly interested in hearing from you if you:  

• Enjoy working in a fast paced, stimulating environment 
• Can effectively manage competing priorities and find solutions to problems under pressure in order to help the private office deliver effectively  
• Are able to work well within a small team 
• Have strong communication skills 
• Can develop positive working relationships with a variety of people including senior stakeholders  
• Can efficiently use Microsoft Office products such as Outlook and SharePoint 

Benefits

Alongside your salary of £27,329, Department for Business and Trade contributes £7,378 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, Strengths and Experience.

Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.

Please ensure that you check your emails regularly as all updates from us will be sent to you this way.

To apply for this post, you will be asked to complete the following as part of the online application:   

• A CV setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the Essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
• A Personal Statement (500 words) explaining your motivation for applying for the post and how you consider your personal skills, qualities and experience provide evidence of your suitability for the role in reference to the Essential criteria.

It is likely that the sift will take place 1-2 weeks after the closing date and interviews 3-5 weeks after the closing date though this is subject to change. 

In the event of a large number of applicants, an initial short sift will be conducted on the Personal statement only. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.   

Reasonable Adjustments

We are committed to supporting candidates so they can perform at their best throughout the recruitment process. This includes making reasonable adjustments to our process. In order to request an adjustment: 

Complete the ‘Assistance required’ section on the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. 

Alternatively contact the Government Recruitment Service at DBTrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.  

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

Candidate Support

You may want to join a virtual Candidate Support Session. These sessions include helpful tips and advice on the recruitment process, from application to interview.  

Please see attached Candidate Pack for further information on: Diversity and Inclusion; Benefits; Learning and Development; Working Patterns and what we deliver as a department. 

Further Information:

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.

• A reserve list may be held for a period of 12 months from which further appointments can be made. Reserve Lists will be for each location and appointments made in merit order based on location preferences.   
• Any move to the Department for Business and Trade from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.
• The Department will not consider sponsoring a visa or issuing a Certificate of Sponsorship. We are unable to offer advice on any Visa and Immigration cases.  
• 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. Any applicant who has 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.  
• Terms and Conditions are attached.  Please take time to read the document to determine how these may affect you.
• Please note – the successful candidate will be expected to remain in post for a minimum of 18 months before being released for another role.

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

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 

For further information on the Access NI confidential checking service telephone: the Access NI Helpline on 0300 200 7888 and ask to speak to the operations manager in confidence, or email accessni@ani.x.gsi.gov.uk 

Vetting

The requirement for SC clearance is to have been present in the UK for at least 3 of the last 5 years. Failure to meet the residency requirements will result in your security clearance application being rejected.   

For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting

Feedback

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 security 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.