Diary Secretary to the Chair of Health and Safety Executive (CEPS Band 5/EO)

Health and Safety Executive

Closing date: 16 Nov 2018

Reference number

1605946

Salary

£24,859 - £28,328

Grade

Executive Officer
HSE Band 5

Contract type

Permanent

Business area

Other - Chief Executive, Parliamentary and Secretariat Office

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Full-time

Hours

37

Number of posts

1

Location

Caxton House, Tothill Street, Westminster, London, City of Westminster, London, SW1H 9NA

About the job

Job description

About HSE

The mission of Health and Safety Executive (HSE) is to reduce work-related illness, injury and death across Great Britain. By working with employers to better manage risk, we help reduce sickness absence, lower healthcare and welfare costs, and increase productivity and growth. We are an independent regulator, funded by and accountable to the Department for Work and Pensions (DWP). And we generate income by selling products and services in England, Scotland and Wales as well as overseas http://www.hse.gov.uk/index.htm.

Job description

Could you say in your current role you are doing life-saving work? You can with HSE.

As Diary Secretary to the Chair of HSE, Martin Temple CBE, you will be helping him to be effective in his role to help people come home safe and well from their jobs. This role provides you with a unique opportunity to have a birds-eye view of all HSE work sectors.

You will be responsible for managing his diary and be confident in changing meeting arrangements at short notice. You will work with his Assistant Private Secretary to ensure that he has the appropriate briefing at the right time, the correct papers for meetings and arranging travel both here and abroad.

You will need to draft responses to invitations and liaise with a wide variety of people both in writing and verbally and arrange meetings. There may also be a requirement to arrange agendas, commission briefing, distribute papers, take minutes and circulate actions.

You will also be responsible for assisting the Acting Chief Executive and other Management Board members when they are in London. Working with colleagues in the team and across HSE, you will also manage and coordinate HSE's responses to the Chair's and Ministerial correspondence.

Using your knowledge and experience, your duties will include:

• Proactively managing the Chair's emails and diary, making efficient use of his time and all briefing is provided in advance.

• Liaising with the Acting Chief Executive's PA to ensure all invitations are considered and replied to on time.

• Overseeing the Chair's travel and accommodation, considering the best value for money.

• Ensuring that the Chair's expenses are actioned quickly and effectively.

• Assisting the Acting Chief Executive and other Management Board members when in London.

• Coordinating and monitoring the Chair's and Ministerial correspondence, acting as a contact between DWP's Correspondence Team and HSE.

• Thinking ahead to identify any issues or tasks that the Chair will have to deal with and proactively making suggestions about the best way to organise the tasks.

• Undertaking wider administrative and office support duties e.g. post, stationery ordering, room bookings etc.

You will be based in Caxton House, London, in a team of four. You will also work closely with the Acting Chief Executive office, which is based in Bootle.

Person specification

This is a challenging post but rewarding post. You will need to be able to work confidently with senior managers and manage different priorities at the same time. You will need good problem-solving skills, be comfortable working proactively and willing to take the initiative.

Experience of working in an office would be welcome.

This is a permanent role, but you will complete an apprenticeship while in the role – NVQ L3 in Business Administration. The expectation is that you will complete or be working towards this level and will satisfactorily pass this apprenticeship whilst working in the role.

Behaviours

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

  • Managing a Quality Service
  • Seeing the Big Picture
  • Making Effective Decisions
  • Delivering at Pace

Benefits

Pensions

Civil Service pension schemes may be available for successful candidates.

Benefits

We invest in our people with;

• Competitive rates of pay, reviewed each year with performance related awards.

• Access to the highly competitive Civil Service Pension Scheme to which HSE contribute around 21%, far more than in the private sector.

• Family friendly policies and working hours to help balance your home life and career.

• Up to 30 days annual holiday, plus bank holidays and Civil Service privilege leave

• Parental leave benefits: Maternity, adoption or shared parental leave of up to 26 weeks full pay followed by 13 weeks statutory pay and a further 13 weeks unpaid, and paternity leave of 2 weeks full pay

Returning to work after a break

We appreciate that returning to work after an extended career break can be daunting. We understand that those with experience who have taken a career break have a wealth of experience and knowledge to offer our organisation, which helps us to achieve our business goals. We will support you to refresh your skills, develop your confidence and provide a supportive network across the firm to help you best integrate into the working environment. This role welcomes applications from individuals who have been out of work for some time and who have previous relevant experience.

Allowances

London Weighting of £4,313 will be given in addition to the salary advertised.

This post is eligible for Excess Fares Allowance. A successful internal candidate currently based at another office may be entitled to Excess Fares Allowance in line with HSE policy (http://intranet/finance/expenses/excess-fares-allowance-policy.htm)

Things you need to know

Security

Successful candidates must pass basic security checks.

Nationality statement

Candidates will be subject to UK immigration requirements as well as Civil Service nationality rules.

If you're applying for a role requiring security clearance please be aware that foreign or dual nationality is not an automatic bar. However certain posts may have restrictions which could affect those who do not have sole British nationality or who have personal connections with certain countries outside the UK.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Ability and Experience.
We recruit by merit on the basis of fair and open competition, embracing diversity and promoting equality of opportunity.

To apply please complete your application form. Please be advised that upon submitting your application form, candidates will be invited to complete a Verbal Reasoning Test. If you pass the verbal reasoning test you will be invited to complete the Civil Service Judgment Test. You will need to pass both tests to be invited for an interview.

If you are invited for interview, we will assess you against the Civil Service behaviours. You can find out more about the framework here https://www.gov.uk/government/publications/success-profiles

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria. If you have a disability and you need an application form in an alternative format please contact hr.resourcing.team@hse.gov.uk

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Eligibility

Candidates in their probationary period are eligible to apply for vacancies within this department.

Working for the Civil Service

The Civil Service Code 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.
The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

Contact point for applicants

If you wish to discuss this role further, please contact Nicole Malabre at nicole.malabre@hse.gov.uk or Katie Grant at Katie.grant@hse.gov.uk

Sift/interview dates and location

Interviews will be held in central London (Caxton House) and are likely to be held between 26th November and 7th December 2018.

Candidates who are not initially posted as a result of this recruitment process may be placed onto a reserve list to be considered for potential vacancies over a 12 month period in merit order.

Further information

It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful in their application. For a summary of HSE terms and conditions as part of Civil Service Reform, please see the attached document.

If you have a disability and you need an application form in an alternative format or you would like to know more about our recruitment process please contact: hr.resourcing.team@hse.gov.uk

Complaints:

If you believe that Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition have not been met you can raise a complaint by emailing: HR.Resourcing-Team@hse.gov.uk or by writing to HSE at the following address:

HSE Resourcing Team
2.3 Redgrave Court
Merton Road
Bootle
Merseyside
L20 7HS

Alternatively, you can contact Civil Service commissioners: http://civilservicecommission.independent.gov.uk/civil-service-code/complaints-under-the-code/

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