B2/HEO PA to the Director of Finance, Commercial, Sustainability & Property

The Insolvency Service is a leading Government agency which plays a crucial role in providing essential services to the public and to business. The work we do is important to the proper functioning of markets, the economy in general and support for thousands of people each year who are in financial difficulty.

We have 10 active employee network groups available to join or become an ally, these include, Carers Network, Disability & Health, FACES Network Group, Grass Roots, LGBT+, Mind Matters, No Limits, Part Time Workers, The Shed, and Women’s Network Group.

We offer full-time, part-time, job share and flexible ways of working. We value capability, technical skills and experience and we place great emphasis on lifetime development to support our people. We encourage our employees to become more involved in areas they feel strongly about, whether it be for the benefit of the agency, though our Engagement network or in their own local communities via volunteering opportunities.

The Insolvency Service is a great place to work, learn and grow your career!

We are seeking to recruit a B2/HEO Personal Assistant to the Director of Finance, Commercial, Sustainability and Property (FCSP).

This is an excellent opportunity for someone to join the office of the FCSP Director, giving support to the Director on a day-to-day basis and undertaking tasks for the Directorate support team and supporting the Finance Deputy Directors with their diary management.

As PA to the Director, you will report to the Finance, Commercial, Sustainability & Property Business Manager.

The main tasks and accountabilities for the role of PA to the FCSP Director are detailed below.

Responsibilities

The successful candidate will be responsible for the following:

• Diary Management: Take overall responsibility for the management of diaries, deal with conflicting engagements, and find ways of resolving them, process all invitations, arrange internal and external meetings, book rooms and ensure provision of IT/video conference as required. Plan ahead to make effective use of Directors’ time.
• Manage and process agreed correspondence including email and post: Manage the email inbox by an agreed process; ensuring urgent items are identified and progressed as necessary. Respond/lead and commission on enquiries and requests where appropriate.
• On a daily basis ensure that the FCSP Director has all relevant and necessary information and documents required for that day.
• Greet and escort visitors, make travel and hotel bookings, draft communications, and emails.
• Support the organisation of regular all staff meetings and events - assist with drafting agendas, arrange internal speakers, and manage logistical arrangements including audio and visual connections.
• Secretariat to the HMRC/INSS Forum and DBT/INSS Forum.
• Manage and maintain records/systems such as: email distribution lists and WISDOM filing.
• Responsibility for the production of the FCSP Performance Hub on a monthly basis, liaising with contributors and ensuring the pack is produced for the FCSP Senior Leadership Team Forum, Day 2.
• Act as administrator for the FCSP InsSpire Panel awards, to include contact with line managers, ensuring pre-checks are done, attendance at panel meetings to record decisions, notification of outcome to required persons, completion, and submission of UKSBS forms to ensure payment and maintenance of spreadsheets to ensure accurate records are kept.
• Support the FCSP director in taking the lead for Engagement within FCSP, ensuring that the FCSP Engagement Action Plans are maintained; working closely with FCSP SLT and the Engagement Champions to ensure robust plans are in place and actions are followed through.
• Act as a Local Records Officer (LRO) for FCSP. Undertaking duties as requested and ensuring that WISDOM documents are destroyed and retained as per guidance.
• Intranet Editor for FCSP – uploading documents pertinent to FCSP to the intranet, helping to ensure that the FCSP Intranet pages are kept up to date as required.
• D3 Diary management: Take overall responsibility for the management of diaries for the Heads of Core and Strategic Finance, deal with conflicting engagements and find ways of resolving them, process all invitations, arrange internal and external meetings, book rooms and ensure provision of IT/videoconference as required.

In addition, you will be required to support the directorate business manager, particularly in relation to:

• Maintenance of Organisational Chart.
• Update and maintenance of Business Continuity Plans.
• Undertaking and supporting recruitment activities in FCSP, e.g., providing admin, and making all necessary arrangements for interviews.
• The work flowing through the directorate; in the absence of the Business Manager, ensure deadlines are met, responses are made and that papers for various boards are submitted to deadline using the FCSP Tracker.