Personal Assistant/Office Manager to the Chief Technology Officer 36 views

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Job summary

At the Driver and Vehicle Licensing Agency (DVLA), we encourage applications from everyone, particularly groups currently underrepresented in our workforce. We pride ourselves on the positive impact diversity has and promote inclusivity and equality of opportunity for all. Our recruitment process is anonymised, which means that your name, date of birth and other personal details will not be seen by the sift panel.  

Are you a self-motivated and adaptable individual who can thrive within a fast-moving C-suite working environment?

Do you have strong communication skills with great attention to detail?

Are you highly organised and enjoy managing multiple tasks?

If so, we would love to hear from you!

Would you like to find out more about the role, the digital team and what it’s like to work at DVLA? If so, we are organising a familiarisation session where you can virtually ‘meet the team’ on Wednesday 22nd May at 12:00.

Please click here to book on.

Job description

This role provides executive Personal Assistant and Office Management support to the Chief Technology Officer (CTO), dealing with a wide range of stakeholders, having an impact across the whole organisation.

The role ensures the CTO is appropriately briefed on key topics, and that the prime tasks and objectives of the IT Department are being progressed appropriately.

The role is often the first point of contact between stakeholders, staff and customers. They provide effective and efficient diary management to ensure that the CTO’s time is effectively organised and prioritised.

The nature of the role requires experience, confidentiality, discretion and integrity.

Responsibilities

Your responsibilities will include, but not be limited to:

  • Managing, controlling and prioritising CTO mail, relying on own initiative to route correspondence and monitoring progress to ensure deadlines are met.
  • Acting as initial point of contact for CTO, building and maintaining effective relationships with senior internal and external stakeholders, ensuring they are dealt with appropriately.
  • Drafting/co-ordinating responses on behalf of the CTO to ensure deadlines are met. Drafting messages and communication material for circulation to relevant areas. Making informed decisions, working to tight timescales and prioritising workload.
  • Handling personal/confidential data securely and appropriately in line with Government guidelines.
  • Effectively and efficiently managing diaries, enabling appropriate balance between preparation time, staff engagement and meetings. Arranging for necessary briefing notes/documentation to be available in timely manner prior to meetings.

For further information about the role please see the attached role profile.

Additional information 

This role will be based in Swansea, and we will be operating a hybrid working model that allows you to work between home and on-site giving you greater flexibility about where and when you work, subject to business needs and this also allows for ongoing support, development, and collaboration with colleagues.

Therefore, the expectation is that you will spend a minimum of 60% of your working time based at your principal workplace (DVLA). We would encourage you to discuss the working arrangements for this role with us during the recruitment process.

The successful candidate will be required to work full time to manage a very busy workload and provide critical support to the CTO and senior management team, which would not be achievable on a part time basis.

Person specification

You possess excellent organisational skills with the ability to organise and prioritise your work to maximise productivity and achieve all deadlines whilst working at pace, sometimes without day-to-day direction. You have a flexible attitude and welcome autonomy to your role.

You have effective verbal and written communication skills, with the ability to tailor these to suit your audience, clearly and confidently. You will have experience of preparing written papers, taking minutes and creating action reports.

You are assertive, proactive and confident in engaging with senior stakeholders both face to face and using written communication methods. You are able to communicate with people easily and across all levels using the positive working relationships you have built.

We strive to ensure that DVLA is a great place to work where everybody can be their true self, be treated with dignity and respect, and according to their individual needs. We have a number of staff network groups run by staff to support their colleagues.

Working for the DVLA Digital Team

At DVLA, licensing is just the start. Every project you implement, touch and deliver has a ripple effect that’ll wash across the nation. Here the work you’re doing has the capacity to change the way 50 million people interact with our services. As we aim to keep our roads some of the safest in the world, our innovative, transformative digital-led services help optimise a nation of individuals and business every single day.

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