Diary Manager to Second Permanent Secretary and Chief Trade Negotiation Adviser
Department for Business and Trade
Apply before 11:55 pm on Sunday 5th May 2024
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Policy
Secretarial
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About the job
Job summary
The Second Permanent Secretary is the Chief Trade Negotiation Adviser in DBT and heads the trade negotiation profession within the Civil Service. A deep expert respected on the international stage, they provide overall strategic and operational direction for the UK Government’s trade policy and the pipeline of Free Trade Agreements – most recently signed with Australia, New Zealand and the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP), and now underway with India, Mexico, Switzerland, and the Gulf Cooperation Council. The agenda is fast paced and challenging, with close interest from No.10 and the Cabinet Office.
Within the Second Permanent Secretary’s office, this role offers unparalleled exposure to the top-level workings of the department, HMG and the UK’s trade negotiations. It is also an excellent opportunity to develop and hone the skills required to progress further in the Civil Service.
Job description
You will play a pivotal role in ensuring the Chief Trade Negotiation Adviser & Second Permanent Secretary makes effective use of their time by:
- Managing and organising the Second Permanent Secretary’s diary.
- Planning and managing meetings, keeping people informed of changes and prioritising requests for the Second Permanent Secretary.
- Actively managing and reviewing office processes to deliver a quality service.
- Coordinating the logistics of domestic and overseas visits, including accommodation and expenses.
- Processing all invitations both from officials and external stakeholders enabling the Second Permanent Secretary to attend a variety of events, conferences and meetings.
- Managing the relationship between the Second Permanent Secretary and the department and acting as a representative for both when communicating with and meeting external stakeholders.
- Ensuring the Second Permanent Secretary has the correct advice and briefing for all meetings and appointments.
Person specification
Skills and Experience
Essential Criteria
- Good interpersonal, team-working and communication skills.
- Takes initiative, highly organised and able to prioritise workloads to meet tight deadlines.
- The ability to work with minimal supervision particularly when dealing with matters relating to diary management.
- Attention to detail and commitment to delivering a quality service.
- Good analytical skills to process complex information, problem-solve and present workable solutions.
Desirable Criteria
Experience of diary management is desirable but not essential.
Personal Attributes & Skills
There is no single Private Office ‘type’ - most important is a positive attitude, confidence and the ability to build great relationships with senior stakeholders. If that sounds like you, we would love to hear from you.
We’d be particularly interested in hearing from you if you:
- Enjoy working in a fast paced, stimulating environment, and are looking for a job that offers significant professional advancement.
- Are able to work well within a team.
- Can find solutions to problems under pressure in order to help the private office deliver effectively.
- Can efficiently use Microsoft Office products such as Outlook, OneNote and SharePoint.
In return, we can offer you a job that:
- Helps you build the necessary portfolio of experience to advance to the next stage of your career.
- Gives you frequent access to the department’s most senior stakeholders, including our Secretary of State, Ministers and Permanent Secretaries.
- Is both challenging and rewarding, and part of a high performing and supportive environment where people can bring their whole selves to work.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Working Together
- Delivering at Pace
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
We recognise the challenges that people with (multiple) 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
Please refer to the attached candidate pack for further information on our benefits.
Things you need to know
Selection process details
Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
Please ensure that you check your emails regularly as all updates from us will be sent to you this way.
To apply for this post, you will be asked to complete the following as part of the online application:
- A CV setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
- A Personal Statement (in 500 words) explaining your motivation for applying for this role and the extent to which you satisfy the requirements of the role.
It is likely that the sift will take place 1-2 weeks after the closing date and interviews 3-5 weeks after the closing date though this is subject to change.
In the event of a large number of applicants, an initial short sift will be conducted on the Personal statement only. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
Reasonable Adjustments
We are committed to supporting candidates so they can perform at their best throughout the recruitment process. This includes making reasonable adjustments to our process. In order to request an adjustment:
Complete the ‘Assistance required’ section on the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process.
Alternatively contact the Government Recruitment Service at DBTrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Candidate Support
You may want to join a virtual Candidate Support Session. These sessions include helpful tips and advice on the recruitment process, from application to interview.
Please see attached Candidate Pack for further information on: Diversity and Inclusion; Benefits; Learning and Development; Working Patterns and what we deliver as a department.
Further Information:
- A reserve list may be held for a period of 12 months from which further appointments can be made. Reserve Lists will be for each location and appointments made in merit order based on location preferences.
- Any move to the Department for Business and Trade from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.
- The Department will not consider sponsoring a visa or issuing a Certificate of Sponsorship. We are unable to offer advice on any Visa and Immigration cases.
- 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. Any applicant who has 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 are attached. Please take time to read the document to determine how these may affect you.
- Please note – the successful candidate will be expected to remain in post for a minimum of 18 months before being released for another role.
In order to process applications without delay, we will be sending a Criminal Record Check to (Select as applicable from: 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.
Vetting
The requirement for SC clearance is to have been present in the UK for at least 3 of the last 5 years. Failure to meet the residency requirements will result in your security clearance application being rejected.
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
Nationality requirements
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).
Apply and further information
Contact point for applicants
Job contact :
- Name : Nicholas Mcqueen
- Email : Nicholas.Mcqueen@businessandtrade.gov.uk
Recruitment team
- Email : dbtrecruitment.grs@cabinetoffice.gov.uk
Further information
If you feel your application has not been treated in accordance with these principles and you wish to make a complaint, you should in the first instance contact DBT by email: Resourcing@businessandtrade.gov.uk.
If you are not satisfied with the response you receive, you can contact the Civil Service Commission, which regulates all Civil Service recruitment.
For further information on bringing a complaint to the Civil Service Commission please visit their web pages: Click here to visit Civil Service Commission/Complaints
