23326 - Executive Assistant to the Transformation Director

The Methodist Church in Britain; Birmingham, Nottingham; Hybrid; GBP 35,000 - 55,000; Full time

Benefits offered by this job

25 days annual leave

Pension schemes

Training & development

Family-friendly policies

Flexible benefits

Sight tests

Job summary

Office of the Public Guardian Transformation Directorate seeks an executive assistant to directly support the Transformation Director. The role focuses on inbox and diary management, travel planning, and ensuring records and SharePoint stay organised.

Offering hybrid working with occasional travel to Birmingham or Nottingham, the post carries a high degree of autonomy in a fast-paced environment and shortlisting by Statement of Suitability and CV.

Qualifications

• Ability to manage inbox and diary in a fast-paced environment.
• Clear, professional communication with stakeholders at all levels.
• Build trusted relationships with senior leaders and other stakeholders.
• High standards and reliable follow-through on actions.
• Autonomy and initiative in handling confidential information.

Responsibilities

• Triage and manage the Transformation Director's inbox and calendar, delegating or escalating as needed.
• Own the Director's diary, arrange meetings and travel, and prepare daily schedules.
• Anticipate commitments and prepare materials/information for the Director.
• Set up and maintain team filing and information systems in line with GDPR and governance.
• Provide secretariat support including agendas, papers, and tracking actions to completion.
• Support Directorate communications, events, and engagement; maintain SharePoint.
• Foster cross-directorate relationships and improve team processes.

Skills

Inbox & diary management

Stakeholder management

Autonomy

Communication

Relationship building

Attention to detail

MS 365 proficiency

Tools

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

Job description

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.

What the job involves

• 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 SharePoint
• Contribute to Directorate culture and identify ways to improve how the team works
• Undertake other reasonable duties agreed with the manager

Skills & knowledge

• 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 SharePoint

Checks & eligibility

• Eligibility under Civil Service nationality rules

Other

• Discretion and confidentiality in handling sensitive information

Nice to have

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

What’s offered

• 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