Personal Assistant to Director and Deputy Director (Business Administrator Apprenticeship Level 3) Coventry, England
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Job summary
The Department for Education (DfE) is responsible for education, children’s social services, higher and further education policy, apprenticeships, and wider skills in England. We work to achieve a highly educated society in which opportunity is equal for all, no matter your background or family circumstances.
Within DfE, Skills Group brings together elements from HEFE and the ESFA to consolidate all post-16 policy and delivery work, making it possible for the DfE to take a more coherent and effective approach to meeting employer and labour market needs. We enable a high quality, outcomes-focused post-16 system that gives learners the skills and knowledge they need to succeed in their working lives and meet the needs of the economy. Ultimately, we aim to ensure that we become a better local and regional partner, creating a place-based approach to post-16 education and skills development.
Creating a world-class technical education system is one of the Government’s key commitments. The Professional and Technical Education directorate (PTE) within Skills Group is responsible for the development and delivery of the Government’s plans for technical education reforms. This includes highly ambitious changes to the technical education system, with the introduction of a new framework of technical routes, and qualifications (T Levels) based on employer-designed standards, streamlining of the existing 12,000 qualifications available to 16-19 year olds, and reforming Higher Technical Qualifications.
We are offering an exciting opportunity to be at the centre of delivery of these Technical Education Reforms. You will be working as the Personal Assistant to PTE’s Director and the T Levels Delivery Deputy Director, delivering a range of services and support.
Diversity and inclusion
We recognise the challenges that people with (multiple) protected characteristics may experience in 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 Black, Asian and Minority Ethnic (BAME) people, people with a disability, and people with gender diverse identities.
We encourage applications from a diverse range of candidates
At DfE, we are proud of the commitment we make to diversity and inclusion and of the progress we have made. We have active & vibrant staff networks, special leave policies and workplace adjustments put in place for those who need them. We are continuing to build a diverse DfE, in an inclusive environment which nurtures and realises potential in all, at all levels. Equality and Diversity - Department for Education
Job description
Your role will be at the heart of the directorate, working as the Personal Assistant to PTE’s Director and the T Levels Delivery Deputy Director, delivering a range of support.
This enables the Director and Deputy Director to successfully deliver against an ambitious and challenging Technical Education Reform portfolio delivering Secretary of State priorities.
If multiple candidates meet the required interview benchmark, there may be further opportunities for similar roles across Skills Group.
As this role includes completion of the Business Administrator Apprenticeship (Level 3) please check the eligibility requirements below using the apprenticeship standard: Business administrator / Institute for Apprenticeships and Technical Education
- You must have lived in the UK for 3 years prior to apprenticeship start date and not be undertaking another apprenticeship at the same time.
- You must not already have a substantial amount of the skills and knowledge that is covered in the contents of the apprenticeship standard.
- You must not have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills, and Behaviours) of the apprenticeship standard.
Please do not apply if:
- You already have all the skills and knowledge that is covered in the contents of the apprenticeship standard.
- You have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills, and Behaviours) of the apprenticeship standard.
- You have a degree (or equivalent) in Business Administration.
- Part of this apprenticeship is to complete a level 2 English and maths functional skills qualification. If you have already achieved GCSEs in English and maths at Level 4 (grade C) or equivalent or a higher grade, you will not need to complete the functional skills qualification.
At the enrolment state, the individual's eligibility will be checked by the training provider.
Person specification
The post holder will be responsible for:
Diary, inbox and travel management for the PTE Director and T Levels Delivery Deputy Director.
- Diary management
- Inbox management
- Booking all travel arrangements
- Preparing a Senior Management Team leave chart and cover for all the major holidays throughout the year
- Monitoring and communicating cover for PTE Directorate to ensure there is a contact point 365 days of the year including weekends/bank holidays
Co-ordination of directorate meetings and communications, including Senior Management Team (SMT) and Senior Leadership Team (SLT) meetings, weekly directorate updates, and awaydays.
- Maintaining a forward look and setting agenda for PTE SMT and SLT meetings
- Arranging visits to external stakeholders for the Director and PTE staff others
- Arranging logistics for PTE-wide away days
- Organising chairs and speakers for the PTE weekly directorate updates, and coordinating the SMT rota for weekly notes
- Maintenance of the directorate’s organogram and distribution lists
- Coordinating responses to ad-hoc queries from within the directorate or wider department.
- Giving feedback and being a sounding board on corporate messages and team morale to SMTC
Co-ordination of the directorate’s Reward and Recognition process for In Year and Instant Rewards.
- Collating staff nominations for consideration by SMT
- Confirming awards to recipients and line managers, and checking subsequent receipt of awards
- Monitoring and reporting to SMT on spend against budget and distribution of awards
Essential criteria:
You must:
- Have strong stakeholder engagement skills and experience of building positive relationships.
- Be confident working with a broad set of stakeholders, often senior staff, appreciating their priorities and objectives and be able to offer effective challenge when necessary.
- Have excellent written and verbal communication skills and be able to provide clear direction to colleagues at all levels.
- Possess well-developed planning, prioritisation and organisational skills and be able to anticipate risks and opportunities.
Benefits
Applicants currently holding a permanent post in the Civil Service should note that, if successful, their salary on appointment would be determined by the Department’s transfer / promotion policies.
As a member of the DfE, you will be entitled to join the highly competitive Civil Service Pension Scheme, which many experts agree is one of the most generous in the UK.
You will have 25 days leave, increasing by 1 day every year to a maximum of 30 days after five years’ service. In addition, all staff receive the King’s Birthday privilege holiday and 8 days’ bank and public holidays.
We offer flexible working arrangements, such as job sharing, term-time working, flexi-time and compressed hours.
Most DfE employees will be working a hybrid pattern, spending at least 60% of their time in an office or work setting. Changes to these working arrangements are available in exceptional circumstances, but must be agreed with the line manager and in line with the requirements of the role.
Travel to your primary office location will not be paid for by DfE, but costs for travel to an office which is not your main location will be covered.
As an organisation, which exists to support education and lifelong learning, we offer our staff excellent professional development opportunities.
Things you need to know
Selection process details
At application stage:
Candidates should submit a CV and Personal Statement.
Your CV should cover details of education, training and professional qualifications, employment history, as well as giving details of relevant skills and experience.
Your Personal Statement (maximum of 1,000 words) should demonstrate how you meet the four essential criteria set out in the ‘person specification’ section, including examples of evidence.
The sift to identify candidates to interview will be based on the evidence included in the CV and personal statement.
If we receive a high volume of applications, we will sift on the first essential criterion (‘You will have strong engagement capabilities and experience of building positive relationships.’)
At Interview Stage:
The interview will be experience based questions and strength-based questions.
The experience based questions will be based on the four essential criteria set out in the ‘person specification’ section.
Sifting of applications will take place week commencing 13th March.
Interviews will be held week commencing 3rd April.
(Dates may be subject to change).
Interviews will be held virtually via Microsoft Teams
If multiple candidates meet the required interview benchmark, there may be further opportunities for similar roles across Skills Group.
Other Information
We reserve the right to raise the minimum pass mark in the event of a high volume or strong field of candidates.
Please be aware that this role can only be worked in the UK from the location options provided and not from overseas.
The government is committed to supporting apprenticeships, enabling people to learn and progress in a role whilst earning. We want to monitor the number of people who have completed apprenticeships who are now applying to progress further in their career and are asking this question to all candidates, on all vacancies. You will be asked a question as part of the application process about any previous apprenticeships you have completed. Your response to this question will not affect your application and it is not a requirement of the role to have completed a previous apprenticeship.
For this role the department would not consider sponsoring a Certificate of Sponsorship/visa. Please note we are unable to offer advice on any Visa and Immigration cases.
If successful and transferring from another Government Department a criminal record check maybe 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 circumstance some candidates will want to send their completed forms direct. If you will be doing this, please advise Department of Education of your intention by emailing [email protected] stating the job reference number in the subject heading.
Department for Education do not cover the cost of travel to your interview/assessment unless otherwise stated.
A reserve list may be held for a period of 6 months from which further appointments can be made.
Candidates will be posted in merit order based upon location preference. Where more than one location is advertised you will be asked to state your preferred location.
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.
Terms and conditions of candidates transferring from ALBs and NDPBs
Bodies that are not accredited by the Civil Service Commission and are not able to advertise at Across Government on Civil Service jobs will be treated as external new starters and will come into DfE on modernised terms and conditions with a salary at the band minimum.
Bodies that are accredited by the Civil Service Commission but do not have civil service status will be offered modernised terms and will not have continuous service recognised for leave or sickness benefits. Salaries should be offered at band minimum, but there is some flexibility where this would cause a detriment to the individual.
Bodies that are accredited by the Civil Service Commission and do have Civil Service status will be treated as OGD transfers. Staff appointed on lateral transfer will move on to pre-modernised DfE terms (unless they were on modernised terms in their previous organisation). Staff appointed on promotion will move on to modernised DfE terms. Staff will transfer over on their existing salary (on lateral transfer) and any pay above the DfE pay band maximum will be paid as a mark time allowance. Staff moving on promotion will have their salaries calculated using the principles set out in the attached OGD transfer supplementary information.
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 Department of Education via [email protected] 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.
Any move to Department for Education (DfE) will mean you will no longer be able to carry on claiming 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/
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
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).
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