Assistant Private Secretary

Details
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Reference number

464070

Salary

£37,682 \- £40,705External applicants will join on the pay band minimum.
A Civil Service Pension with an employer contribution of 28\.97%
GBP

Job grade

Higher Executive Officer### Contract type

Permanent### Business area

HMRC \- CDIO \- Chief Technology and Design Office### Type of role

Administration / Corporate Support### Working pattern

Flexible working, Full\-time, Job share, Part\-time### Number of jobs available

1
Contents
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• Location


• About the job


• Benefits


• Things you need to know


• Apply and further information

Location
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Bristol, Cardiff, Edinburgh, Leeds, Liverpool, Manchester, Telford, Worthing
Please note that due to workforce control capacity issues, posts in Cardiff are only available to existing HMRC staff already based in this location.

About the job
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Job summary

Discover a career in your hands at HMRC. Whether you're seeking purpose, growth, or a workplace that gives you a true sense of belonging, hear from some of our employees as they share their story about what it’s really like to work at HMRC.

Visit our YouTube channel to watch the full series and come and discover your potential.

The Chief Digital and Information Office (CDIO) Customer Group plays a critical role in supporting HMRC’s mission to collect revenues due, pay the right financial support, and protect the system from fraud and non\-compliance. Our work underpins the trust placed in HMRC by millions of individuals and businesses across the UK.

Job description

Most of the time in role (80% \- 85%) is expected to be ‘core Private Office activity" – activity which is common to all Private Offices regardless of which part of HMRC they work in. Principally, this will cover inbox and diary management and administrative tasks.

You will manage the Deputy Director’s inbox and daily activities, working at pace to respond to emails on their behalf, including complex issues which may be urgent to ensure a balanced day, focused on the right priorities. Use initiative to re\-prioritise in response to urgent tasks, source deputies and be able to make independent judgement calls and solve problems quickly.

The number of Deputy Directors the APS will support will vary occasionally, and may flex between multiple CDIO DDs, dependent on business need and resource levels across wider Private Office teams.

You will have an excellent understanding of the principal’s priorities, the work of CDIO and emerging issues, engage with and influence stakeholders to further the principal’s aims and objectives; be able to explain the principal’s priorities at meetings and in correspondence where appropriate, challenging at appropriate level and deploying the principal at the right times.

Support the principal to discharge their responsibilities by:

• Briefing and preparation for principal, flagging pre\-reading, ensuring One Note is updated and checked regularly.


• Ensure governance checks are carried out on a timely basis, including review of T\&S claims ensuring that they adhere to the policies for expenses.


• Vetting clearance and Driver licence checks \- and seeking confirmation and assurance on an annual basis.


• Seek assurance from colleagues to complete mandatory training and office attendance.


• Take minutes and issue readouts; track actions/activity arising from the meeting; follow up to ensure actions are undertaken.


• Take on ad hoc duties where required.

Build a network of contacts to achieve progress on shared objectives across Private Offices and the principal’s area, role modelling standards and behaviours across the group. Be an active member of the CDIO Private Office community.

Track staff milestones in principal’s management chain that require recognition; co\-ordinate drafting and sending recognition letters and gifts.

Support the principal by coordinating FOI requests and Parliamentary questions, requesting/consolidating commissions, advising on timelines and keeping track to ensure that submissions are sent in a timely manner.

Person specification

Core Skills:

• Strong written and oral communications skills, with the ability to communicate with conviction and clarity and to tailor communications for diverse audiences.


• Strong senior stakeholder engagement and interpersonal skills, with the ability to work collaboratively and form strong relationships with internal and external stakeholders across all grades.


• Good judgement, with an ability to handle sensitive information with discretion.


• Critical thinking and the ability to problem\-solve.


• Ability to see the big picture and take decisions with care, considering impacts and benefits.


• Ability to prioritise and reprioritise work based on business priorities.


• Sound analytical skills and judgement with the ability to identify and suggest solutions.


• Ability to work with discretion and confidentiality.


• Strong drafting skills, with an ability to convey messages accurately and succinctly.


• Proofreading skills.


• Be highly organised with very strong time management skills.


• Be able to work autonomously and take ownership of a portfolio of work proactively.


• Be able to multi\-task and effectively prioritise; be comfortable working in a fast\-paced environment where priorities may change and be able to prioritise effectively to keep to deadlines and maintain service levels.

Essential Criteria:

• Experienced in proactive and reactive diary and inbox management, responding to requests, escalating issues, prioritising work, cascading information, and tracking deadlines.

• Able to capture and identify and monitor actions, ensuring updates are sought and documented prior to meetings or as required.
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Making best use of technology to produce high quality outputs on behalf of the Directorate and their leadership team.

• Experience in Private Office or equivalent roles.

• Good working understanding of Microsoft Office 365 Applications.

• Supporting, planning and organising meetings, minute taking and escalating actions.

Desirable Criteria:

• Ability to analyse information and offer innovative ideas and solutions.

• Ability to work both independently, without close supervision, and as part of a team.

Operational Delivery Profession

You are applying for an Operational Delivery Profession (ODP) role. Please tell us about any ODP experience or qualifications you have on your application form. This is not essential for the role but may be considered by the vacancy\-holder where candidates have the same score at sift or interview.

Additional Information \- Transitional Sites

For more information on where you might be working, review this information on our locations.

If your location preference is for one of the following sites, it’s important to note that these are not long\-term sites for HMRC and we will require you to move to a new building in the future, subject to our location strategy and the applicable employee policies at that time.

These sites include:

• Telford Plaza, Telford \- moving to Parkside Court, Telford

You will be given more information about what this means at the job offer stage.

Leeds Locations

Moves Adjustment Payment will be available for this role, provided the successful applicant is a current HMRC colleague in Bradford and meets the eligibility requirements outlined in the HMRC’s Moves Adjustment Payment guidance.

Behaviours

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

• Working Together


• Communicating and Influencing


• Delivering at Pace

Benefits
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Alongside your salary of £37,682, HM Revenue and Customs contributes £10,916 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
HMRC operates both Flexible and Hybrid Working policies, allowing you to balance your work and personal commitments. We welcome applications from those who need to work a more flexible arrangement and will agree to requests where possible, considering our operational and customer service needs.

We offer a generous leave allowance, starting at 25 days and increasing by a day for every year of qualifying service up to a maximum of 30 days.

• Pension \- We make contributions to our colleagues’ Alpha pension equal to at least 28\.97% of their salary.


• Family friendly policies.


• Personal support.


• Coaching and development.

To find out more about HMRC benefits and find out what it’s really like to work for HMRChear from our insiders or visit Thinking of joining the Civil Service

Things you need to know
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Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.### Selection process details

This vacancy is using Success Profiles , and will assess your Behaviours, Strengths and Experience.How to Apply

As part of the application process, you will be asked to provide the following:

• A name\-blind CV including your job history and previous experiences (max 250 words per role).


• A 500\-word Personal Statement. Your Personal Statement (max 500 words) should describe how you would be suitable for the advertised role, referring to the essential criteria as outlined in the person specificatio

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