CSA Executive Assistant - Diary Manager
Department of Health and Social Care
Apply before 11:55 pm on Friday 3rd May 2024
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About the job
Job summary
In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.
This post is an opportunity to work in a unique private office for a scientific expert, driving the DHSC research and science agenda.
The Chief Scientific Adviser (CSA) to the Department of Health and Social Care (DHSC) is one of the most senior positions within the department, and a member of the DHSC’s Executive Committee. The CSA is a Director General (DG) who oversees four directorates which covers: Science, Research, and Evidence; the Office for Life Sciences; DHSC central analysis (through the Chief Analyst’s Directorate) and DHSC data (through the Chief Data Officer’s Directorate). The CSA is responsible for the DHSC research and development budget of over £1.2billion in domestic and international health though the National Institute for Health Research (NIHR).
Job description
Behind every senior manager or company director you’ll find an organised and efficient diary manager to ensure their time is used as effectively as possible and this is no different for the Chief Scientific Adviser (CSA).
The Chief Scientific Adviser’s Private Office is looking for a highly motivated individual to join the small friendly team to provide the CSA with outstanding diary management. This is an excellent opportunity to be centrally involved in the work of a key Department and to learn about the interface between science and policy at a crucial time.
Person specification
The successful post holder will work closely with the CSA, CSA private office colleagues, and senior teams within the CSA Group and the Chief Medical Officer’s private office. This post provides an excellent opportunity for anyone wishing to gain insight into how the Department and wider Government works at the highest levels.
- You will need to be highly organised and have an attention to detail.
- You will need to be resilient, able to prioritise, and make effective decisions, remaining calm under pressure in a fast-pace, reactive environment. The ability to be flexible in ways of working is important.
- Excellent communication skills and the ability to work collaboratively in a small team are essential.
- Ensuring smooth day to day running of the CSA’s diary.
- Responsibility for managing the inbox of the CSA.
- Working closely with CSA to ensure their time is used most effectively.
- Maintaining a broad understanding of the CSA’s portfolio and priorities and ensuring that these are reflected in diary commitments.
- Anticipating and identifying potential problems arising in the diary, especially when there are competing priorities and diary changes at very short notice. Taking the initiative to act to resolve or minimise disruption.
- Responsibility for planning and organising internal and external meetings, telephone calls, video conferences, speaking engagements and visits.
- Leading forward-look diary meetings with the CSA.
- Ensuring the CSA receives and has access to all papers and briefing in advance.
- Establishing and maintaining good relationships across DHSC, Whitehall and with external stakeholders and using these to ensure the CSA can deliver their priorities.
- Arranging travel and accommodation and preparing detailed travel itineraries.
- Managing the CSA’s expenses and completing quarterly transparency reports in a timely manner.
- Be the first point of contact for visitors and guests meeting the CSA in person and provide a favourable first impression for stakeholders.
Key skills and experience required for the role
- Proven experience of diary management and arranging meetings / preparing papers.
- A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing.
- Strong organisational skills and attention to detail.
- The ability to build productive working relationships quickly.
- Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes.
- Advising the CSA on how best to use their time confidently and accurately on the details of each of their engagements.
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Delivering at Pace
- Working Together
We only ask for evidence of these behaviours on your application form:
- Communicating and Influencing
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%
Things you need to know
Selection process details
Sift date: W/C 06/05/2024
Interview date: expected W/C 20/05/2024
Interview location: By video. Further details will be released to candidates who are successful at sift.
The available interview slots will be released with the sift scores.
Applications will be sifted on CV, Statement of Suitability, Behaviours and Online Tests.
Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.
Please use your statement of suitability to (in no more than 500 words) outline how you meet the key skills and experience required for the role as set out in the job advert.
Candidates will be required to complete a Judgement Test as part of the online application, this will follow immediately after the initial short application form is submitted. If you successfully pass the test, you will be invited to complete the full application. Please complete the online tests as soon as possible (within 24-48 hours is recommended) to give yourself enough time to complete your full application. The closing date for the tests and for submitting your full application is 03/05/2024. If you fail to complete the online test and submit your full application before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.
An initial sift based on your CV and Statement of Suitability may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
At interview candidates will be assessed on Behaviours and Experience (presentation).
Candidates successful at sift will be required to complete a short situational management exercise (presentation) at interview to assess "experience" (details will be provided in the invite notifications).
To find out more about working in the department please visit our page on the Civil Service Careers Website here
Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available.
Please be aware that some travel may be required across the DHSC estate.
Please note that applicants will require BPSS clearance.
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 Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as 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.
If successful and transferring from another Government Department a criminal record check may be 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 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.
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.
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.
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 role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.
Terms and Conditions
Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.
New Entrants to the Civil Service
New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:
- Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff
- Privilege Leave: 1 day - for the King’s birthday
- Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
- Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half pay
- Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service
- Probation: 6 month probation period
Existing Civil Service staff transferring from another Government department, on either level transfer or promotion
All staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above).
Existing DHSC staff, appointed on either level transfer or promotion
If DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).
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 : Danielle Weiner
- Email : Danielle.Weiner@dhsc.gov.uk
Recruitment team
- Email : dhscrecruitment.grs@cabinetoffice.gov.uk
Further information
