Personal Assistant – Treasury Graduate Scheme Edinburgh

Overview

Position Title: Personal Assistant

Company: HM Treasury

Location: Edinburgh, UK

Job Description:

HM Treasury is proud of a diverse and inclusive work environment, committed to fairness and the promotion of equality of opportunity for all. We know that having a range of experiences, ways of working and thinking makes us a stronger organisation, better at developing policy that is reflective of the communities we serve. We embrace different views and experiences and value the fresh perspective that people from a variety of circumstances bring to the work we do. We welcome applications from candidates who have not previously worked for the Civil Service, mid- and late-career changers with transferrable skills, people from all backgrounds and circumstances regardless of disability, ethnicity, LGBT+ identity and socio-economic status.

Responsibilities:

• Building strong, open, collaborative relationships with Senior Leadership to understand their preferences, areas of responsibility and priorities, developing and maintaining positive relationships with their key internal and external partners, as well as their wider team.
• Proactively monitor and anticipate problems, issues or tasks that the Deputy Directors may encounter; flagging issues in a timely manner to ensure a quick resolution.
• Managing their diaries. Prioritising the most significant meetings, using judgement and knowledge of their key partners, and resolving diary clashes.
• Supporting in the running of their day, pulling them out of meetings or managing partners’ expectations if they are running late. Ensuring they receive meeting papers in advance and setting aside reading time if necessary.
• Handling inboxes as required. Using initiative and judgement to proactively forward emails / papers / messages to others across the team when the Deputy Directors are away and prioritising ready for their return.
• Taking minutes in regular Group Management meetings and on an ad-hoc basis in team meetings.
• Submitting their expense claims and making travel bookings.

Requirements:

• Provide high-quality service to the group for meetings involving the Deputy Directors, including ensuring rooms are booked with all appropriate equipment (e.g. video conference facilities) and, where relevant, making arrangements for external visitors to access the building.
• Support wider Group business management including maintaining mailing lists, assisting with the administration of recruitment campaigns, and internal bonus rounds.
• Support group culture including ‘on boarding’ new starters, Knowledge Management, Group communications, and social events.
• Provide absence cover for other PAs in the Group Management Services Team by monitoring the inboxes and diaries of the Directors/Deputy Directors they support when needed.

Benefits:

• 25 days’ annual leave (rising to 30 after 5 years), plus 8 public holidays and the King’s birthday (unless you have a legacy arrangement as an existing Civil Servant). Additionally, we operate flexitime systems, allowing employees to take up to an additional 2 days off each month.
• Flexible working patterns (part-time, job-share, condensed hours) and arrangements
• Generous parental and adoption leave packages
• Access to a generous Defined Benefit pension scheme with employer contributions.
• Access to a cycle-to-work salary sacrifice scheme and season ticket advances
• A Rental Deposit Advance Scheme to help meet the total costs of deposits for privately rented homes
• A range of active staff networks, based around interests (e.g. analysts, music society, sports and social club) and diversity (e.g. women in the Treasury, ethnic minority network, LGBT* network, faith and belief network)