Private Secretary to the Chief Executive
Maritime and Coastguard Agency
About the job
Job summary
Do you have excellent organisational and management skills, with the ability to prioritise and meet deadlines under pressure?
Are you able to create and maintain effective relationships with internal and external stakeholders at a variety of grades?
Can you proactively approach problem solving and have the ability to confidently make decisions?
If so, we are looking for a Private Secretary to the Chief Executive to join us at the Maritime and Coastguard Agency (MCA) and we'd love to hear from you!
The Maritime and Coastguard Agency (MCA) implements the government’s maritime safety policy in the United Kingdom and works to prevent the loss of life and occurrence of pollution on the coast and at sea.
Safer lives. Safer Ships. Cleaner Seas.
Our vision is to be a world-leading organisation, accelerating the transition to sustainable shipping with non-negotiable safety standards. We put our people, our customers and our planet at the heart of everything we do.
We are committed to giving all our colleagues purpose, professionalism and pride in what we do. We work in supportive, diverse and inclusive teams.
We want everyone to feel valued and supported to achieve their potential at MCA.
This culture of inclusion is underpinned by our staff networks groups covering, Women’s, LGBTQI+, Race, Carers, Mental Wellbeing and volunteer Respect Ambassadors.
Job description
This critical role sits in the Chief Executive’s Private Office within the Corporate Services Directorate, and is the focal point for the Chief Executive, overseeing and managing their day-to-day. The Private Office’s aim is to ensure the Chief Executive is at the right place, at the right time, with the right information. It is the central point of contact for supporting the Chief Executive and liaising with internal and external stakeholders.
The main role of the Private Secretary is to be the primary point of contact for the Chief Executive to support them in delivering their priorities. Ensuring an effective provision of executive support, to the Chief Executive at all times.
This is an exciting time for a passionate and professional individual to join our team at the MCA. This is a unique and varied role, whereby you will have the opportunity to work with a variety of stakeholders and enquires. In addition this will enable you to have exposure to the whole agency whilst working very closely with the Chief Executive and wider Executive team at the heart of the agency.
Your responsibilities include but are not limited to
- Act as the primary point of contact for the Chief Executive, responding promptly to requests, and providing strategic advice and guidance, working with colleagues to horizon scan opportunities and identify priority issues.
- Build and maintain effective relationships with key internal and external stakeholders, confidently and professionally representing the Agency.
- Commission strategic and technical advice for the Chief Executive, reviewing and challenging the material to enable the Chief Executive to make timely and well-informed decisions.
- Line management of the Diary Manager and oversee the effective organisation of the Chief Executive’s diary, empowering the Diary Manager to confidently take decisions on prioritisation.
- Support the Chief Executive at meetings and engagements as required, taking notes and communicating outcomes.
For further information about the role and responsibilities, please see the attached role profile.
Person specification
About You
To be successful in this role, you will need to have excellent organisational and management skills, with the ability to prioritise and meet deadlines at pace and whilst under pressure in a senior and fast-moving environment.
You will have strong oral and written communication skills and the capability to handle sensitive information with tact and maintaining confidentiality.
You will have a proactive approach to problem solving and the ability to confidently make decisions.
Stakeholder management and engagement skills will come natural to you. You are able to liaise and quickly build up rapport and effective working relationships with a variety of stakeholders at different levels within a range of settings.
Additional Information
This role will be based in the Southampton HQ. MCA supports flexible working and operates a hybrid working model between home and office for this role, giving you greater flexibility over where and when you work.
The expectation is that you will spend a minimum 60% of your working time based at your principal workplace or out on official business. Details of the arrangement will be discussed further with your line manager.
There may be a requirement for occasional travel on official duty within the UK, which may involve overnight stays. Notice will be given prior to travel.
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.
Click here to get a copy of the MCA Staff Benefits Brochure
Find out what it's like to work at the Maritime and Coastguard Agency
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.How to Apply
As part of the application process, you will be required to complete a CV and a Personal Statement. Further details around what this will entail are listed on the application form.
Within your CV and Personal Statement please demonstrate your knowledge and experience of:
- Excellent organisational and management skills, with the ability to prioritise and meet deadlines at pace and whilst under pressure in a senior and fast-moving environment.
- Strong oral and written communication skills.
- Handling sensitive information with tact and maintaining confidentiality.
- A proactive approach to problem solving and the ability to confidently make decisions.
- Ability to create and maintain effective relationships with internal and external stakeholders.
Your Personal Statement will be limited to a maximum of 1,250 words.
It is essential when submitting your Personal Statement that you provide as much detail as possible, and utilise the full word count given, against the essential criteria outlined above as this will be used in conjunction with your CV to assess candidate suitability to move to the next round in the recruitment process.
Sift and Interview Dates
The sift is due to take place between 7th – 9th August 2024.
Interviews/assessments are likely to be held week commencing 2nd September 2024.
Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.
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.
- A written exercise.
You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.
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.
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.
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
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.