About the job

Job summary

We recognise the challenges that people with protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including ethnic minorities, people with a disability, and people with gender diverse identities.

Do you have excellent time management skills with the ability to prioritise and react to changing demands?

Are you a hardworking individual who thrives in a fast-paced environment?

Would you like the opportunity to further your career in an exciting and diverse department?

If so, we’d love to hear from you!

Job description

You will join the Transport Security Directorate, which sits at the heart of the Aviation, Maritime and Security Group and is responsible for ensuring the security of the transport network against an evolving range of national security threats.

As Personal Assistant for the Deputy Director of the National Security Division, you will play a key role in providing comprehensive inbox, diary and business support during a dynamic and exciting period for the team. The work can be fast-paced, helping the Deputy Director manage their time effectively during a crisis and involves working across a range of security classifications. The role involves discretion and managing information sensitively.

You will have a crucial role within a high-profile area, requiring you to quickly establish positive relationships and extensive networks across the department, including working collaboratively with senior stakeholders, fellow Personal Assistants across the directorate and private offices.

Responsibilities include but are not limited to

• Proactively managing the Deputy Director’s diary, effectively dealing with diary clashes and reprioritising as necessary.
• Overseeing incoming emails, briefing papers etc and commissioning teams as needed.
• Arranging travel arrangements and processing expense claims.
• Working collaboratively with other Personal Assistants, providing cover as necessary.
• Supporting with minute-taking of meetings and opportunities for wider secretariat support.

For further information, please see the attached Role Profile.

Person specification

About you

We are looking for someone who is diligent and enjoys working in a fast-paced and ever-changing environment. You will have exceptional verbal and written communication skills with the ability to tailor these accordingly and be able to do so in a clear, professional and confident manner.

You must be able to manage and filter workflow as well as organise and prioritise the work of others, as well as your own, to maximise productivity.

You will be highly adaptable and flexible, adjusting to the requirements of the role.

Additional Information

A minimum of 60% of your working time should be spent at your principal workplace, although requirements to attend other locations for official business, or carry out detached duty in another DfT workplace, will also count towards this level of attendance. 

Occasional travel to other DfT offices, including London, will be required on a monthly basis.

Benefits

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance.

Find out more about what it's like working at the Department for Transport .

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.

As part of the application process you will be asked to complete a CV, a 750-word Personal Statement and a 250-word Behaviour Statement. Further details around what this will entail are listed on the application form.

For your Personal Statement, please provide detailed evidence of the following:

• Excellent time management skills with the ability to identify, prioritise and plan all preparation and follow up necessary.
• Written and verbal communication skills and ability to draft meeting notes, with close attention to detail a priority.
• Good interpersonal and collaborative skills; able to foster productive working relationships with a broad range of internal/external contacts; able to be assertive when needed and willing to challenge.

Should a large number of applications be received, an initial sift may be conducted using the lead behaviour which is Communicating and Influencing. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview.

The sift is due to take place from Tuesday 7th May 2024.

Interviews are likely to be held from Thursday 23rd May 2024.

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.

The selection process will be designed specifically for the role. As a result, your assessment will include:

• An Interview.

This interview will be conducted online via MS Teams. Further details will be provided to you should you be selected for interview.  

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

For further information on Success Profiles visit our Careers website.

Reasonable Adjustments

As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.

Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need during the recruitment process. For instance, you may need wheelchair access at an interview, or if you’re deaf, a Language Service Professional.

If you need a reasonable adjustment so that you can complete your application, you should contact Government Recruitment Service via dftrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Document Accessibility

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

This job advert contains links to the DfT Careers website. Our website provides useful guidance and information that can support you during the application process. If you cannot access the information on our website for any reason, please email DRGComms@dft.gov.uk for assistance.

Further Information

For more information about how we hire, and for useful tips on submitting your application for this role, visit the How We Hire page of our DfT Careers website. You can find detailed information about the recruitment process and what to expect when applying for a role.

Pre-employment Checking

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.

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

Feedback will only be provided if you attend an interview or assessment.

Security

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

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.