Executive Assistant - ELT (F2025N) - #145713

Birmingham, West Midlands (England), B1 2AX : Bristol, South West England, BS1 6EH : Longstanton, East of England, CB24 3EN : Liverpool, North West England, L3 1BP : Leeds, Yorkshire and the Humber, LS11 9AT : Salford, North West England, M3 5AX : Newcastle upon Tyne, North East England, NE4 5BZ

Job Summary

The position provides strategic support along with administrative support to members of the Executive Leadership Team (ELT). Using strategic knowledge and understanding to optimise the effectiveness of the Executive Leaders by working in partnership, providing a professional, proactive ELT assistant service. This role involves reviewing incoming information to identify and highlight critical details (such as decisions, reports, and issues) that may require attention, ensuring that their strategic knowledge is effectively communicated to the Executive Leaders. Ultimately, this ensures that Executive Leaders can focus on their priorities and drive organisational success.

Job Description

Key relationships

In This Role You Will:

• Have frequent contact with Executive Leaders, Senior Leadership Team and Wider Leadership Team.
• Liaise with other teams within Homes England as required e.g. HR, finance, legal, risk, IT and any other corporate functions.
• Attend Directors Group, Board and Board sub committees.
• On behalf of the Executive Directors, build and maintain credible relationships with the Ministry for Homes, Communities and Local Government (MHCLG) and Other Government Departments as well as industry contacts/suppliers and stakeholders.
• Establish, manage and maintain relationships with key strategic stakeholders and partners across appropriate levels of national and local Government, including private offices in ministerial offices, and with private sector stakeholders and key senior people in the sector.
  
  

You Will:

Key accountabilities and responsibilities

• Be the central point of contact and ‘gatekeeper’ for the Executive Director’s schedule, managing diary appointments flexibly to accommodate changing priorities. Proactively monitoring the Executive Director’s inbox, ensuring routine inquiries are addressed with relevant managers and keeping the Director informed of important matters needing timely attention.
• Handle incoming requests with speed, accuracy, and confidentiality, effectively managing priorities and deadlines to meet commitments. Identifying and offering support to quickly draw governance issues to resolution, escalating where appropriate to do so.
• Be responsible for drafting and formatting reports, letters, and publications; preparing presentations; ensuring timely readiness of meeting paper packs with key decision points are highlighted for their attention.
• Collate and disseminate content to stakeholders; and reviewing meeting minutes to track future meeting dates and relevant conferences while organising necessary cover for meetings.
• Provide high quality briefings about decisions/ reports/ issues which the Executive Director needs to be aware of. Using extensive business knowledge - review and highlight essential information and decision points in reports for the Executive Director, and coordinate research and data preparation to support senior leaders, including creating presentations as needed.
• Commission briefings, reporting activities and information from denoted contributors on behalf of the Director
• Provide secretariat support for meetings in the provision of arrangements, agendas and attendance with notetaking, tracking of actions.
• Take responsibility for organising all necessary ministerial meetings for the Executive Director, working closely with the Senior Adviser and Government Relations team and exercising a high degree of political sensitivity when necessary.
• Ensure that travel arrangements are made to make the best use of time and that the most cost effective bookings are made, with “value for money” as a consideration.
• Provide administrative support for; people related processes (Recruitment/onboarding & induction/121/performance reviews) Visits and events; Processing purchase orders and approving invoices; Processing expenses for the Executive Director.
• Work with the Engagement & Internal Comms teams to cascade and arrange key engagement touchpoints e.g., townhalls, all-staff briefings, Staff Surveys.
• Contribute ideas and suggestions in order to continuously improve the organisation and work of the Executive Assistant Team
  
  

Key relationships

You Will:

• Be the central point of contact and ‘gatekeeper’ for the Executive Director’s schedule, managing diary appointments flexibly to accommodate changing priorities. Proactively monitoring the Executive Director’s inbox, ensuring routine inquiries are addressed with relevant managers and keeping the Director informed of important matters needing timely attention.
• Handle incoming requests with speed, accuracy, and confidentiality, effectively managing priorities and deadlines to meet commitments. Identifying and offering support to quickly draw governance issues to resolution, escalating where appropriate to do so.
• Be responsible for drafting and formatting reports, letters, and publications; preparing presentations; ensuring timely readiness of meeting paper packs with key decision points are highlighted for their attention.
• Collate and disseminate content to stakeholders; and reviewing meeting minutes to track future meeting dates and relevant conferences while organising necessary cover for meetings.
• Provide high quality briefings about decisions/ reports/ issues which the Executive Director needs to be aware of. Using extensive business knowledge - review and highlight essential information and decision points in reports for the Executive Director, and coordinate research and data preparation to support senior leaders, including creating presentations as needed.
• Commission briefings, reporting activities and information from denoted contributors on behalf of the Director
• Provide secretariat support for meetings in the provision of arrangements, agendas and attendance with notetaking, tracking of actions.
• Take responsibility for organising all necessary ministerial meetings for the Executive Director, working closely with the Senior Adviser and Government Relations team and exercising a high degree of political sensitivity when necessary.
• Ensure that travel arrangements are made to make the best use of time and that the most cost effective bookings are made, with “value for money” as a consideration.
• Provide administrative support for; people related processes (Recruitment/onboarding & induction/121/performance reviews) Visits and events; Processing purchase orders and approving invoices; Processing expenses for the Executive Director.
• Work with the Engagement & Internal Comms teams to cascade and arrange key engagement touchpoints e.g., townhalls, all-staff briefings, Staff Surveys.
• Contribute ideas and suggestions in order to continuously improve the organisation and work of the Executive Assistant Team
  
  

Person specification

You will use your strategic knowledge and understanding to optimise the effectiveness of the executive leaders by working in partnership and providing a professional, proactive executive assistant service

We Are Looking For Someone Who Has:

• A core qualification in Business Administration or equivalent demonstrable experience, including expertise with Microsoft packages
• Significant experience and understanding of strategic priorities, supporting an Executive Director to execute these, in large/complex organisations across multiple sites.
• Experience of providing excellent executive administrative support at Executive level or above with a proven track record of service provided, with a high performance culture and approach.
• Demonstrable experience, knowledge and ability to communicate with, influence and work effectively with numerous senior leaders and stakeholders, including very senior stakeholders in ministerial offices and the private sector.
• Experience of working independently with limited supervision, proactive thinking, taking high levels of initiative following tasks through to completion.
• Excellent communication skills, orally and in writing with the ability to lead, manage and activities behalf of the Executive Director, instilling their confidence.
• Excellent time management, planning and organisation skills with ability to anticipate, show initiative and respond quickly to changing situations.
• The ability to handle multiple priorities, work effectively under pressure and at pace and apply excellent attention to detail.
• Resilience to adapt to ever changing priorities and demands, demonstrating knowledge and professionalism to support leaders to achieve outcomes.
  
  

Homes England Is An Executive Non-departmental Public Body With Its Own Terms And Conditions, Benefits And Pension Scheme. We Are a Government Agency Working In Partnership With The Private Sector And Want To Employ And Retain Great People. In Return We Offer a Range Of Excellent Benefits, Some Of The Key Benefits Include:

Holiday - Homes England offers all staff 33 days annual leave per year in addition to 8 statutory bank holidays.

Working Flexibly - At Homes England we have a strong culture of flexible working and encourage all employees to have a healthy work/life balance. We offer a wide range of potential working patterns, including part time, job share and compressed hours.

Health and Wellbeing - We offer health screening with Nuffield Proactive Health Clinics, a free Employee Assistance Programme which offers confidential support 24 hours a day, 7 days a week as well as access to Occupational Health.

Professional Development - At Homes England we are committed to your continued professional and personal development with learning as one of our core values. We pay for one job-related professional membership subscription per year for our employees.

We also offer an excellent range of family friendly benefits, for example, maternity, paternity, shared parental leave.

Selection process details

How to apply?

To apply please follow the links to our careers page.

Security

Successful candidates must pass a disclosure and barring security check.

Selection process details

For more information on the role, please see the attached Job Description.

Successful applicants will be advised of the outcome of their application and interviews held as soon as practical after the closing date. Feedback will only be provided if you attend an interview or assessment. We would like to take this opportunity to thank you for your interest in this role and Homes England.

Please note – Homes England has a responsibility to ensure compliance with HMG Baseline Personnel Security Standard to address the potential problems of identity fraud, illegal working and deception generally. To ensure compliance we will carry out a pre-employment Personal Identity and Vetting Report through Experian to meet the standard and you will therefore be asked to provide certain information in order that the verification check can be carried out if you are successful in your application.

Homes England are an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates. We are proud to be an equal opportunities employer that values and respects the people who work for us. Our aim is to be an employer of choice, enabling everyone to reach their full potential.

Homes England Is Committed To Protecting The Privacy And Security Of Your Personal Data. For Further Information Please Refer To Our Privacy Notice Which Can Be Viewed Here:

https://www.gov.uk/government/organisations/homes-england/about/personal-information-charter

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.

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.

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

Further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

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

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Please note this Post is NOT regulated by the Civil Service Commission.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact :

• Name : Recruitment team
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]