About the job

Job summary

We are looking for an Executive Assistant to the Finance and Commercial Director to join our Finance Office at House of Lords. You will be responsible for supporting the Director in the efficient and effective execution of their role as Head of Office and as a member of the Lords Management Board and Senior Leadership Team.  

This is an opportunity to work on a hybrid basis where you may be able to work up to 2 days from home and 3 days onsite at Parliament! This is an exciting opportunity for someone with previous experience of supporting a Senior Leader in an executive capacity and who enjoys working in a varied role within a fast-paced and dynamic working environment.  

Job description

You’ll be accountable for:

• Overseeing the  Director’s complex diary and daily tasks, including triaging and responding to emails and correspondence sent to the Director, overseeing the management of their complex diary, liaising with their Senior Team, Management Board Members offices, Senior Leaders in the House of Commons and Parliamentary Digital Service (PDS).
• Attending and contributing to the weekly senior management team meetings and supporting with the agenda and logging actions from these meetings as required. 
• Responsibility for the coordination of drafting of the annual assurance return for the Finance Department, liaising with the Director of Procurement and their team and the Head of Finance and other colleagues on the areas referred to. 
• Responsibility for the regular maintenance of the departmental Business Continuity Plan. 
• Managing the Personal Assistant and Office Manager (one post). This includes delegating, coaching, supporting and prioritising the PA’s work that includes managing the Finance Director’s diary and office manager duties. 

Person specification

What we’re looking for:

• A strong track record of supporting a senior leader, including managing a complex diary, triaging a busy inbox, note-taking and   drafting documents and correspondence.  
• Proficient use of Digital tools, with experience in all Microsoft Office packages (Word, Excel, SharePoint, Outlook etc.). 
• Demonstrable ability to exercise tact and discretion when dealing with confidential matters for a senior leader.  
• Proven ability to network, build trust, work together with, and communicate with staff at all levels across both Houses and PDS, and with Members.
• A high level of initiative and the ability to manage conflicting priorities under pressure, reprioritising and delegating where necessary.  
• Experience identifying and resolving problems independently and proactively, as well as designing and improving administrative processes.  
• People management experience. 

It would be even better if you had or if you’re willing to learn…  

• A good understanding of Parliament and an interest in current affairs.  

Benefits

Details of our employee benefits can be found at https://www.parliament.uk/mps-lords-and-offices/offices/lords/lordshro/employee-benefits/

What you’ll get in return:  

• 30 days annual leave (increasing to 35 after one years’ service) 
• Generous pension scheme  
• Discounts from well-known brands and retailers 
• Parliamentary health and wellbeing programme.
• The opportunity to witness history in the making! 

Things you need to know

Selection process details

Please complete your online application by 23.55 on Wednesday 03 January 2024. 

If you require any reasonable adjustments during the application process, please contact HLRecruitment@parliament.uk or call 020 7219 5973. 

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.