Jobsxl | Total Jobs Online

Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

The Science Capability in Animal Health (SCAH) programme is an ambitious, 10–15-year programme working towards safeguarding and future-proofing the UK’s animal health science capability. The programme has recently secured significant funding towards transforming the Animal and Plant Health Agency’s (APHA) Weybridge scientific campus.

This is an exciting opportunity to join a priority Defra programme on the Government’s Major Projects Portfolio, of significant national importance.

The SCAH Programme Executive and Senior Leadership Team (SLT), based in Weybridge (Surrey), have an exciting opportunity for an adaptable, dynamic and detail-orientated individual. The Executive Office Manager will provide support to the Programme Leadership Team as they develop the SCAH programme, secure approval and enter into programme delivery stage.

As Executive Office Manager, you will play a pivotal role in ensuring the smooth and efficient functioning of the executive office through coordination of the Leadership Team activities and management of the PAs.

The programme moves at a fast-pace and the successful applicant will need to evidence how they adapt to changing priorities and their ability to re-act, re-evaluate and re-plan to meet changing needs. The role requires working with colleagues at all levels of seniority, across the programme, in Defra and with stakeholders. You will need to identify risks, taking mitigation action to avoid impact on performance and escalate where necessary. The successful candidate will ultimately maintain a consistent high-level of operational support.

Responsibilities

• Arrange and attend strategic leadership meetings, capturing actions, preparing onward communications and progressing key conclusions


• Develop a working knowledge of the programme and its operating environment, building close working relationships to work with leadership identifying, mitigating and resolving problems


• Support leaders individually and as a group by collating, identifying, tracking and reporting short, medium, and long-term priorities


• Act as a key liaison between the Programme Executive, Senior Leadership Team, the wider programme, other key contacts within Defra and external stakeholders


• Identify, resolve, and escalate issues to the Senior Leadership Team as appropriate


• Manage the Executive Office team to deliver PA support, address any skills gaps, implement ‘Best Practices’ to maximise impact and continuously improve to achieve aspirations


• Manage and complete corporate administration duties associated with leadership roles, likely to include recruitment, training, financial approvals and corporate commissions in line with policies and procedures


• Work closely with colleagues at all levels of seniority, to proactively forward plan, track requests, collate and circulate relevant information and documentation as required

Note: An employee may be required to carry out additional duties within the scope of the grade and within the limits of their skill, competence, and training.

Skills and experience

• Proven Office Manager/Private Secretary experience working directly with senior leadership


• Extensive knowledge and usage of Office 365 applications; MS word, MS Excel, and MS PowerPoint


• Excellent communication and influencing skills


• Ability to understand and convey complex information clearly and succinctly to a range of audiences in both written and oral format


• Experience of representing organisations to internal and external stakeholders, tailoring communications to audiences


• The capability to think pragmatically to address problems and provide practical solutions to leadership


• Confident relationship and stakeholder engagement, with the ability to provide strong appropriate challenge


• Ability to forge effective relationships with stakeholders at all levels, and maintain networks across a range of organisations.


• Demonstrated resilience, self-motivation, and adaptability to changing priorities

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service


• Working Together


• Seeing the Big Picture


• Developing Self and Others

• A Civil Service pension with an average employer contribution of 27%


• Flexible hybrid working with the option to work part-time or condensed hours


• Offering 25 days annual leave (rising up to 30 days over 5 years) plus bank holidays for new entrants to the Civil Service and existing arrangements retained for current Civil Servants


• A privilege day off per year to mark the King’s birthday


• Generous and supportive maternity leave, paternity leave, shared parental leave, special leave and sick pay


• Three paid volunteering days each year


• Access to five days learning and development per year, to support professional development


• A suite of learning activities through Civil Service learning (CSL)


• Paid examination leave for exams and revision, for approved studies when undertaking a relevant qualification or accredited further development


• A Staff Recognition Scheme, for exemplary work and a variety of discounts at online stores and leisure experiences via the 'Star' platform


• Access to Employee Assistance Programme (EAP), a free 24/7 confidential telephone service, providing advice and guidance on both personal and employment issues


• Access to an Occupational Health Service and additional health related services such as eye care schemes, health cash plans and the Civil Service Sports Council (CSSC)


• Free access to Headspace, which provides themed sessions, designed to help you manage stress, fall asleep, exercise mindfulness, and more


• Interest free loans for season tickets for train, bus and station parking


• A Cycle to Work Scheme up to the value of £6,000, through salary sacrifice, saving around 30%


• A culture committed to celebrating, encouraging and acting on diversity and inclusion

Blended Working

Defra operates a blended working policy subject to business need, giving people the flexibility to choose when and where they work and collaborate with others.

Individuals are expected to work from one of the office locations stated in the advert to connect with their colleagues, as required by their role and business team needs. There is flexibility to split the working week, spending minimum of 40 - 60% in the workplace, unless exceptional circumstances apply and/or you are a contractual home worker.

Equality, Diversity and Inclusion (EDI)

We celebrate and act on equality, diversity and inclusion at Defra.

We welcome and encourage candidates from all backgrounds and with a range of diverse experiences. We do not tolerate discrimination, bullying, harassment, victimisation, or negative stereotyping.

We treat all employees at all grades with value and respect to create an inclusive working environment. We celebrate individual differences and aim to cater to diverse needs.

You can read more in our Equality, Diversity and Inclusion (EDI) Strategy.

Job contact :

Name :


Matt Hall






Email :


SCAHRecruitment@defra.gov.uk

Recruitment team

Email :


DefraRecruitment.GRS@CabinetOffice.gov.uk