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.

The Health and Care system, led by DHSC, touches the lives of everyone in the country. DHSC is responsible for ensuring the system consistently delivers a high standard of care and secures the best possible value for money from over £160bn of taxpayer’s funds allocated by Parliament. The Finance Function plays a crucial role in enabling the Department to fulfil its strategic objectives.

We are looking for an enthusiastic and talented Personal Assistant to join our committed and friendly team, supporting a Finance Director and Deputy Director(s). This is a fantastic opportunity for anyone looking to progress in the Department or Civil Service. The post offers a unique insight into one of the most critical functions in DHSC, and the opportunity to work strategically, collaborate with staff of all levels, deliver at pace and gain invaluable learning and development.

Learning and development is a DHSC priority. As part of this role, you will also be encouraged to complete an Apprenticeship. On the apprenticeship, you will receive work-based, on the job training and development. The training is fully funded, and you would be given 20% of your working hours to dedicate to your learning.

To be eligible to apply for the apprenticeship you need to meet the following criteria:

• Must have lived in the UK and/or EU for 3 years prior to apprenticeship start date.
• Not be undertaking another apprenticeship at the same time
• The successful candidate(s) will be enrolled onto an appropriate Apprenticeship Qualification course, to be discussed upon commencement of the role. At the enrolment stage, the individual's eligibility will be checked by the training provider. Candidates need to make sure they do not have pre-existing qualifications at the same or higher level in a similar subject as the apprenticeship.

Job description

In this role, you will provide a comprehensive range of administrative support to a Finance Director and a Finance Deputy Director. You will have the opportunity to contribute to an inclusive, engaging, and high performing culture across the Group. You will develop an understanding of how your role contributes to the wider goals of your directorate and the Department overall.

The successful candidate will coordinate and prioritise the Finance DDs forward look, diary and email; commission and collate information; coordinate communications across the Finance Group; maintain strong knowledge management practices and provide corporate support to delivery priorities.

You will need to be able to identify and manage multiple priorities, write and communicate clearly and succinctly, liaise effectively with a variety of stakeholders and work collaboratively. You will have the ability to establish and implement new systems and ways of working in a fast-changing environment. A high degree of commitment, flexibility and energy is required for this role.

Role responsibilities:

The role will include, but not be limited to, the following responsibilities:

• Diary management – proactively and effectively managing complex diaries, making appropriate use of time and resources, taking advice as necessary. Understanding the priorities for the Deputy Director(s) (DD) and reflecting that in their diary commitments.
• Email inbox management – proactive management and organisation of the DDs emails, assessing action needed and ensuring important emails and dealt with in a timely manner and work is delegated to the appropriate person.
• Office management – organising the DDs meeting papers, managing briefing and responses ahead of meetings, using Microsoft digital tools such as Outlook, OneNote and Teams to aide this management. Providing secretariat support including agenda setting, action recording and note taking for team meetings.
• Business management – providing administrative support to the DDs, wider finance leadership team and Business Management Team, such as managing distribution lists, stationery, IT queries. Support and/or manage wider corporate projects across the Finance Group such as communications, away days, staff engagement sessions.
• Stakeholder relationships – managing key relationships across the Finance Group, wider DHSC and across Government. Actively participate in and drive team interactions, ensuring effective communication across sites.

Person specification

Key skills and experience required for the role:

We are looking for candidates who will be proactive, motivated and eager to learn.

Essential criteria:

• Excellent interpersonal skills, including the ability to work effectively as part of a team and collaborate with stakeholders.
• Good written and verbal communication, with the ability to communicate concisely and coherently to a variety of audiences.
• Strong organisational skills and excellent attention to detail.
• Ability to prioritise and multitask efficiently.
• Experience of working within a fast-paced environment.
• Ability to manage tasks across multiple different teams and/or workstreams.
• Good level of IT literacy, in particular use of Microsoft Outlook.

 The following are preferable but not essential for the role:

• Experience working in a large or complex organisation.
• Experience working in a similar role (for example, supporting senior leadership and providing diary management or business support).

Benefits

Alongside your salary of £27,079, Department of Health and Social Care contributes £7,311 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, Ability and Experience.

Candidates will be required to complete a Verbal Reasoning Test as part of the online application, this will follow immediately after the initial short application form is submitted.

If you successfully pass the test, you will be invited to complete the full application. Please complete the online tests as soon as possible (within 24-48 hours is recommended) to give yourself enough time to complete your full application. The closing date for the tests and for submitting your full application is 1st April. If you fail to complete the online test and submit your full application before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

Applications will be sifted on CV and Statement of Suitability. 

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 Statement of Suitability may be held if a large number of applications are received. 

At interview candidates will be assessed on Behaviours and Strengths. 

Sift and Interview dates

Sift date: expected W/C 1/4/24

Interview date: expected W/C 15/4/24

Interview location: Virtual, by video. Further details will be released to candidates who are successful at sift.

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 and to find out more information on how to apply visit 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.

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.

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.

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.