Executive Assistant to Transformation Director

This fixed-term executive assistant post for 18 months sits in the Transformation Directorate of the Office of the Public Guardian, supporting the Transformation Director directly. The core of the work is managing their inbox and diary, coordinating business and keeping records and SharePoint in order. The role carries a high degree of autonomy in a fast-paced setting, with hybrid working and occasional travel to Birmingham or Nottingham.

Shortlisting uses a Statement of Suitability and CV, with interviews held remotely on Teams.

• Triage and manage the Transformation Director's inbox, delegating, responding to or escalating correspondence and keeping them informed of key decisions
• Take ownership of the Director's diary, scheduling meetings, organising travel, planning visits and preparing daily schedules
• Anticipate upcoming commitments, make sure the Director has the information and materials they need, and follow up actions with colleagues
• Set up and maintain team filing and information systems in line with GDPR and OPG governance
• Provide occasional secretariat support, including agendas, papers, recording actions and decisions, and tracking actions to completion
• Provide administrative support for the Directorate's Reward and Recognition process and other Directorate-wide activity
• Build working relationships across the Directorate, other Private Offices, OPG and MoJ stakeholders
• Support the Business Manager with Directorate communications, events and engagement, and maintain the Directorate Share Point
• Contribute to Directorate culture and identify ways to improve how the team works
• Undertake other reasonable duties agreed with the manager

• Proven ability to take ownership, anticipate needs and manage multiple competing demands in a fast-paced environment
• Sound judgement and initiative, working autonomously and knowing when to escape
• Clear, confident and professional communication with stakeholders at all levels
• Building trusted relationships with senior leaders and other stakeholders using tact and diplomacy
• High standards and attention to detail, with reliable follow-through on actions
• Confident use of Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint and Share Point

• Eligibility under Civil Service nationality rules

• Discretion and confidentiality in handling sensitive information

• Prior experience of working in a private office or secretarial/administrative function

• 25 days annual leave rising to 30 after five years' service, plus public holidays and one privilege day
• Option to buy or sell up to three days' leave a year
• Choice of Civil Service pension schemes
• Training and development opportunities
• Family-friendly policies and paid paternity, adoption and maternity leave
• Flexible benefits, retail vouchers and discounts
• Employee-run networks
• Free annual sight tests for employees who use computer screens