Executive Officer – Director Support Office

Veterinary Medicines Directorate; Addlestone; Sur place; GBP 32 000 - 42 000; Plein temps

Résumé du poste

The Director Support Office (DSO) within the Veterinary Medicines Directorate (VMD) provides high-level private office support to the Chief Executive, Director of Authorisations/Deputy Chief Executive, and Chief Operating Officer.

You will manage complex diaries, correspondence, and travel arrangements, prepare agendas and minutes, produce presentations and governance materials, and support senior meetings and external stakeholders with discretion and confidentiality.

Responsabilités

• Deliver high-quality executive and administrative support, including complex diary and mailbox management
• Support senior meetings by preparing agendas, recording accurate minutes, and tracking actions
• Ensure Directors are prepared for meetings by providing timely briefing materials
• Produce presentations, briefing materials, reports and governance products
• Manage and submit expense claims for Directors
• Coordinate travel and logistics arrangements for Directors
• Handle ministerial correspondence and ensure timely, high-quality responses
• Build relationships with colleagues and external stakeholders with discretion and confidentiality
• Prioritise Directors' work and identify risks and escalation needs
• Respond to routine information requests from Defra Group and external bodies
• Liaise with Ministers, Private Offices, Director Generals and the Chief Veterinary Officer's Office
• Identify opportunities to improve administrative processes and team ways of working
• Provide project and administrative support across the wider organisation
• Comply with ISO 9001, ISO 27001, GDPR and record management requirements
• Act corporately and champion VMD corporate objectives

Description du poste

Location: VMD, Woodham Lane, New Haw, Addlestone, Surrey KT15 3LS.

Contract type: Permanent

Working pattern: Full-time, Part-time

The Director Support Office (DSO) supports the leadership, governance and day-to-day operation of the Veterinary Medicines Directorate (VMD).

We provide Directors and senior leaders with the support, information and oversight they need to deliver organisational priorities and maintain VMD's reputation as a trusted regulator.

The DSO provides professional private office support to the Chief Executive, Director of Authorisations/Deputy Chief Executive, and Chief Operating Officer. We ensure that business critical work is delivered effectively on their behalf, support key governance processes, and help senior leaders work collaboratively across the organisation. The team also provides committee support for a range of internal and statutory governance committees, ensuring meetings are planned and administered to high standard, actions are effectively tracked, and governance obligations are met.

Our work is varied, fast paced and highly visible, requiring close engagement with colleagues across VMD, Defra Group, Ministers’ Private Offices and a range of external stakeholders.

The team consists of one Higher Executive Officer (HEO), two Executive Officers providing direct support to Directors, and one Executive Officer with lead responsibility for committee support. All members of the team are trained across both directors and committee support functions, enabling a flexible and resilient service that maintains consistency and high standards across all areas of delivery.

The Executive Officer in the Director Support Office is a key role, providing high-quality, proactive and professional support to VMD Directors and senior leaders. You will be responsible for managing complex diaries, correspondence, travel arrangements and competing priorities, ensuring Directors are equipped with the information, briefings and support they need to operate effectively.

You will build strong relationships with colleagues and stakeholders at all levels. You will use sound judgement and help deliver business critical activities across the organisation.

Responsibilities

You will be responsible for:

• Delivering high-quality executive and administrative support, including complex diary and mailbox management
• Supporting senior meetings where required, including preparing agendas, recording accurate minutes and ensuring actions are tracked and followed through to completion
• Ensuring Directors are well prepared for meetings and engagements by providing accurate diary management, briefing materials and supporting documentation in a timely manner
• Producing high-quality presentations, briefing materials, reports and governance products to support decision making
• Managing and submitting expense claims on behalf of Directors
• Coordinating travel and logistics arrangements and ensuring Directors are well prepared
• Coordinating commissions and ministerial correspondence, ensuring responses are delivered to a high standard and within tight deadlines
• Building effective working relationships with colleagues and stakeholders, maintaining professionalism, discretion and confidentiality at all times
• Maintaining a good understanding of Directors' priorities and the wider operating environment. You will help prioritise work, identify emerging risks and escalation issues when needed
• Responding to routine requests for information from Defra Group, government departments and external stakeholders
• Liaising with a wide range of senior offices, including Ministers, Private Offices, Director Generals and the Chief Veterinary Officer's Office
• Identifying opportunities to improve administrative processes, systems and team ways of working
• Providing project and administrative support across the wider organisation as require
• Complying with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and record management requirements.
• Acting corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.