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We encourage applications from a diverse range of candidates

At DfE, we are proud of the commitment we make to diversity and inclusion and of the progress we have made. We have active & vibrant staff networks, special leave policies and workplace adjustments put in place for those who need them. We are continuing to build a diverse DfE, in an inclusive environment which nurtures and realises potential in all, at all levels.

Equality and Diversity - Department for Education

This is an exciting opportunity to work in a high profile, fast-paced role at the heart of the department, in the Higher Education Directorate.

In this role, you would be supporting two Deputy Directors with their day-to-day work, managing their time and diaries, organising travel, and helping them manage their tasks and wider teams. You would be trusted and empowered to handle confidential information, often acting as a sounding board for the Deputy Directors you support.

This is a brilliant role in the department, where you will get an insight into many policy and delivery areas; this will allow you learn and develop as you build the foundation of your career in the Civil Service.

The Higher Education Directorate works to improve student outcomes and experience through the effective supply and regulation of finance and funding provision, including proactive sponsorship of, and engagement with, key stakeholders such as the Office for Students and the Student Loans Company, and ensuring high quality course provision informed by real data, expertise and insight in the sector.

We ensure student funding & support is supplied and controlled as intended by legislation, including appropriate oversight in terms of financial governance, fraud prevention and ensuring the ongoing sustainability and resilience of the sector.

We put in place mechanisms to improve and reform this provision fit for the future and in line with wider ministerial and societal priorities.

Your key responsibilities in this role will include:

• Effective and efficient day-to-day and strategic diary management for 2 deputy directors, to make best use of their time, including organizing meetings as requested, reviewing and accepting meeting invitations and monitoring the deputy directors’ inboxes for diary-related emails;
• Managing the DDs’ inboxes to ensure that work is effectively prioritized, delivered and distributed appropriately to wider team members when necessary;
• Making travel and accommodation bookings that adhere to departmental policies, take account of value for money, and support the DDs’ diary arrangements.
• Preparing meeting papers for the deputy directors, ensuring they have all papers required for all meetings during the day in their preferred format (electronically or paper), sourcing briefings for meetings where required;
• Timely processing and recording travel and subsistence claims on departmental systems on behalf of the deputy directors, seeking the necessary approvals and appropriate retention of evidence;
• Take ownership of tasks on behalf of the DDs or their Divisions, ensuring they are delivered on time and to a high standard, such as coordinating responses to specific requests, or setting agendas for meetings;
• Providing administrative support to the DDs and their teams, including stationery orders, team meeting arrangements, payment of invoices and other reasonable duties as required;
• Setting up and maintaining an effective filing and digital archiving system, conducting information searches when commissioned and responding to enquiries and requests;
• Secretariat to board and stakeholder meetings as required, including minute taking;
• Providing annual leave cover as required on behalf of other PAs when dedicated support is not available;
• Working cohesively and in a joined up way with the directorate and the group’s support teams, and more widely with other PAs across the department;
• Handling sensitive information in a confidential manner;
• Providing ad hoc support to the DDs and wider team as required.

As this role includes completion of the Business Administration Apprenticeship (Level 3) please check the eligibility requirements below using the apprenticeship standard: Business administrator / Institute for Apprenticeships and Technical Education

• You must have lived in the UK for 3 years prior to apprenticeship start date and not be undertaking another apprenticeship at the same time.
• You must not already have a substantial amount of the skills and knowledge that is covered in the contents of the apprenticeship standard.
• You must not have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills, and Behaviours) of the apprenticeship standard.

Please do not apply if:

• You already have all the skills and knowledge that is covered in the contents of the apprenticeship standard.
• You have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills, and Behaviours) of the apprenticeship standard.
• You have a degree (or equivalent) in Business Administration.
• Part of this apprenticeship is to complete a level 2 English and maths functional skills qualification. If you have already achieved GCSEs in English and maths at Level 4 (grade C) or equivalent or a higher grade, you will not need to complete the functional skills qualification.

At the enrolment stage, the individual's eligibility will be checked by the training provider.

Essential criteria

The successful candidates will:

• Be self-motivated, highly organized, and able to coordinate activity working effectively with the team;
• Be able to multi-task, managing a varied workload, prioritizing effectively and reacting quickly and calmly to changing circumstances;
• Think imaginatively to deliver under pressure and be willing and able to assist the team wherever needed;
• Be a strong communicator with excellent written and verbal communication skills;
• Have excellent IT skills (Word/ Excel/ PowerPoint);
• Be flexible and resilient, adapting quickly to new demands and competing pressures to deliver outcomes.

Applicants currently holding a permanent post in the Civil Service should note that, if successful, their salary on appointment would be determined by the Department’s transfer / promotion policies.

As a member of the DfE, you will be entitled to join the highly competitive Civil Service Pension Scheme, which many experts agree is one of the most generous in the UK.

You will have 25 days leave, increasing by 1 day every year to a maximum of 30 days after five years’ service. In addition, all staff receive the King's Birthday privilege holiday and 8 days’ bank and public holidays.

We offer flexible working arrangements, such as job sharing, term-time working, flexi-time and compressed hours.

Most DfE employees will be working a hybrid pattern, spending at least 60% of their time in an office or work setting. Changes to these working arrangements are available in exceptional circumstances, but must be agreed with the line manager and in line with the requirements of the role.

Travel to your primary office location will not be paid for by DfE, but costs for travel to an office which is not your main location will be covered.

As an organisation, which exists to support education and lifelong learning, we offer our staff excellent professional development opportunities.

Job contact :

Name :
Adelina Iordache
Email :
adelina.iordache@education.gov.uk

Recruitment team

Email :
AdvertsRecruitment.DFE@education.gov.uk