About the job

Job summary

In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.

In the Office for Health Improvement and Disparities (OHID) London, we focus on improving the health and wellbeing of Londoners so that everyone can expect to live more of life in good health. Our ambition is to make London world's healthiest global city, and the best global city in which to receive health and care services. 

We work to tackle health disparities and their wider determinants in order to break the link between an individual’s background and one’s prospects for a healthy life. 

OHID organises the delivery of its functions in England through its Regional Centres (North East and Yorkshire, North West, Midlands, East of England, South West, South East and London). Regional centres are managed under the leadership of a Regional Director and NHS Regional Director of Public Health (RD), who in London also operates as the Statutory Adviser to the Mayor, Assembly and Greater London Authority (GLA).

Job description

The post holder will provide day-to-day administrative and dedicated Executive Officer support to the Regional Director and senior management team.  They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties including diary management. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

This is a fundamental role in supporting the Regional Director for London in fulfilling his duties. 

Role responsibilities

• Administrative Support: provide administrative assistance to the Regional Director, including managing calendars and organising meetings.
• Communication: serve as the primary point of contact for internal and external communications on behalf of the Regional Director, including managing emails and phone calls.
• Travel Coordination: arrange travel logistics for the Regional Director, including booking accommodation, and transportation as needed.
• Documentation and Filing: maintain accurate records and files, including confidential documents and sensitive information, ensuring accessibility and confidentiality.
• Meeting Support: prepare agendas, take meeting minutes, and distribute materials for meetings attended by the Regional Director.
• Correspondence: draft, proofread, and edit correspondence, reports, and presentations as required by the Regional Director.
• Relationship Management: build and maintain positive relationships with internal and external stakeholders, including staff and senior leadership team.
• Project Assistance: provide support for special projects and initiatives as assigned by the Regional Director, including research, data analysis, and coordination of tasks.
• Expense Management: process expense reports and reimbursements for the Regional Director, ensuring accuracy and compliance with organisational policies.
• Ad Hoc Support: handle any other tasks or responsibilities as requested by the Regional Director to ensure efficient operations and support the achievement of organisational goals.

Person specification

Key skills and experience required for this role

Essential:

• Proven experience as a Personal Assistant or similar role.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritize workload effectively.
• Excellent written and verbal communication skills, with a high level of professionalism and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work independently with minimal supervision, while also functioning effectively as part of a team.
• Flexible and adaptable approach to work, with the ability to handle changing priorities and deadlines.
• Experience of diary management, working with senior management, co-ordinating events, and juggling competing demands.
• Commitment to upholding OHID's values and mission, with a passion for humanitarian work and social impact.

Desirable:

• Bachelor's degree or relevant experience in business administration, Communications, or related field would be desirable for this role.

Benefits

Alongside your salary of £36,244, Department of Health and Social Care contributes £9,785 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.

Applications will be sifted on CV, Statement of Suitability, and a Behaviour 

Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.

Please use your statement of suitability to (in no more than 500 words) outline how you meet the key skills and experience required for the role as set out in the job advert. 

An initial sift based on the lead behaviour of Communicating and Influencing may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

At interview candidates will be assessed on Behaviours, Strengths, and Experience.

Sift and Interview dates

Sift date: W/C 08/04/2024

Interview date: expected W/C 22/04/2024

Interview location: By video

The available interview slots will be released with the sift scores. 

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 dhscrecruitment.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.

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.

To find out more about working in the department please visit our page on the Civil Service Careers Website here 

Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available. 

Any move to DHSC 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

Please be aware that some travel may be required across the DHSC estate. 

Please note that applicants will require BPSS clearance.

This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

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 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.

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.

Your normal place of work will be your contractual primary workplace, usually either London or Leeds.  Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support. 

You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate. 

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need. 

There are a limited number of DHSC colleagues who have existing agreed homeworking contracts resulting from Our Future Estate Programme 2023-2024. Colleagues covered by these arrangements are eligible to apply for this role whilst continuing their agreed existing home working arrangement. Occasional travel to DHSC offices or other locations may still be required according to business need. Travel and subsistence will be provided in line with the pre-agreed homeworker arrangements.  

Terms and Conditions

Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful. 

New Entrants to the Civil Service

New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:

• Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff
• Privilege Leave: 1 day - for the King’s birthday
• Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
• Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half pay
• Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service
• Probation: 6 month probation period

Existing Civil Service staff transferring from another Government department, on either level transfer or promotion

All staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above). 

Existing DHSC staff, appointed on either level transfer or promotion

If DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).

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

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.