Personal Assistants Job at HM Treasury in London
The Group aims to promote a personal tax and welfare system which supports Government objectives of deficit reduction, economic growth and fairness.
The Group is responsible for a mix of policy and spending control. This includes high profile areas of personal tax, labour market, welfare, pensions and savings – and within this major reforms, such as pensions flexibility, tax-free childcare and Universal Credit. The Group also owns spending control for both HMRC and DWP. These are key areas for the Treasury, with fiscal significance and risk.
The Group also has a wider HMT role providing analysis of the overall distributional impacts of tax and benefit reforms on households.
Our areas of work mean that the Group plays an important role in supporting HMT Ministers at all fiscal events and is often at the centre of Ministerial decision-making processes. The Group works closely with colleagues across HMT, HMRC, DWP and No10, and with many external stakeholders
PTWP is particularly encouraging of flexible working practices and has many varied working arrangements within the group. We are committed to flexible working and line managers have experience in designing roles that work. If you are interested in such a working pattern, please feel free to discuss this with the recruiting line manager or the relevant Deputy Director.
Strategy, Planning and Budget (SPB)
SPB operates at the heart of the Treasury and has responsibility for the development of the Department’s overall strategy, work programme, change programme and business plan; the coordination of Tax Strategy and the Budget; and the delivery of short-term priority policy projects across the department. The group has a mix of standing and project roles, and as part of Treasury’s new flexible resourcing model, it is run as a single unit.
The work of each Group is supported by their respective Group Management Services (GMS) team, which provide personal assistance services to the SCS Group Management Team and a range of administrative support and business planning services to the wider group. PTWP GMS also lead on coordinating correspondence.
Both GMS teams are friendly, flexible and collaborative teams of currently made up of six (PTWP) and two (SPB) members of staff respectively.
PTWP and SPB have both grown recently to take on additional responsibilities to deliver important areas of the Treasury’s Coronavirus response. To support this expansion, we are working together to recruit a number of roles to our respective GMS teams. These roles are an excellent opportunity for high-performing candidates looking to stretch themselves in a high-profile and fast-paced environment, in teams that have high expectations for the service they provide.
These roles will be manged by the Range D GMS manager for each team, with second signatory oversight from a policy official – with lots of opportunity to work with policy teams across the Treasury.
1. Provide PA support to one or more Director and/or Deputy Directors in the Group, including:
- 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, risks, issues or tasks that your Director/Deputy Director may encounter; elevating issues in a timely manner to support them in resolving issues or share with others appropriately.
- Handling inboxes as required. Use initiative and judgement to proactively forward emails / papers / messages to others when they are away and prioritising reading for their return.
- Running the Director and/or Deputy Director’s diary. Prioritising the most significant meetings, using judgement and knowledge of their key partners, and resolving diary clashes. Raising diary conflicts that cannot be resolved.
- Providing a clear agenda; commissioning and receiving meeting papers in good time for them to read. When needed, support Director and/or DDs in running their day, including pulling them out of meetings or managing partners’ expectations if they are running late.
2. Provide support to the wider PTWP and SPB groups:
- Provide high-quality service to the group for meetings involving the DDs, including ensuring rooms are booked with all appropriate equipment (e.g. conference facilities) and, where relevant, external visitors can access the building.
- When booking travel requests, ensuring taxpayer value for money when booking tickets, hotel rooms etc. taking into account diversity of working patterns when arranging away days, meetings etc.
- Support wider Group business management including maintaining mailing lists, recruitment campaigns, bonus rounds, preference reviews, and business continuity and Health & Safety.
- Support group culture including ‘on boarding’ new starters, Knowledge Management, Group comms, and social events.
- Provide induction/training to team members on ECase and PA learning when appropriate. Work collaboratively with the team and provide good customer service.
3. For PTWP: Coordinate the Group’s correspondence, PQ and FOI caseload and ensure that they are resolved within tight deadlines and to a high standard.
- Ensure that PQs and correspondence received by PTWP are actioned in a timely manner by using judgement and knowledge of responsibilities of the group – PQs by 11am each day, correspondence on the same working day. Use Management Information to supervise the process and hold individuals to account.
- Build strong and resilient relationships with GMS colleagues who lead on correspondence and the central HM Treasury correspondence team to ensure an effective service.
- Use relationships to quickly resolve issues (e.g. capacity) and ensure no delays in allocations and therefore impact on Ministers and the public.
- Regularly attending Group Management Team meetings to update on correspondence statistics with relevant graphs to show statistics.
- Ensure that all Personal, Tax Welfare and Pensions standard lines in eCase are kept up to date. At fiscal events, proactively commission policy leads to prepare new standard lines in advance of changes of policy (e.g. Budget).
Candidates – Please note, you will be asked to give evidence in your application of how you meet these criteria.
- Experience of working as a PA at Director level
- Working Together – Ability to build relationships with a wide and diverse group of stakeholders (from Directors to peers) to provide PA and broader support.
- Making Effective Decisions – Excellent judgement and the ability to anticipate and solve problems before they arrive (e.g. diary clashes, urgent issues which arise).
- Delivering at Pace – Strong ability to plan, organise and prioritise in a fast-paced environment where priorities are constantly changing
- Managing a Quality Service – Ability to work independently and innovate to support the team with the provision of maintaining a good quality service understanding the needs of the team, Directors and Deputy Directors.
The lead criteria is: Experience of working as a PA at Director Level.
If we receive a large number of applications, applications will be assessed against this criteria alone first. They will then be assessed against the other criteria if they have met the minimum score on the lead criteria.
Closing: 8th March
Sifting: 8th – 15th March
Interviews: w/c 15th March onwards
We’ll assess you against these behaviours during the selection process:
Making Effective Decisions
Delivering at Pace
Managing a Quality Service
We’ll assess you against these technical skills during the selection process:
Strong IT proficiency using packages such as Microsoft Outlook, Excel, Word and PowerPoint.
Flexible working arrangements:
HM Treasury views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including; working from home, compressed hours and job sharing. Additionally, we operate flexitime systems, allowing employees to take up to an additional 2 days off each month, providing you work enough hours to meet business need.
We also offer a generous maternity/ paternity and adoption leave package.
At HM Treasury we have an incredibly broad remit; our work touches every citizen of the country. So, it’s important our employees come from the widest possible range of backgrounds, bringing us the widest possible range of perspectives and ways of thinking. We are committed to ensuring that all staff are able to realise their potential and achieve a healthy work-life balance.
- 25 days’ annual leave (rising to 30 after 5 years), plus 8 public holidays and the Queen’s birthday (unless you have a legacy arrangement as an existing Civil Servant)
- Flexible working patterns (part-time, job-share, condensed hours)
- Access to a generous Defined Benefit pension scheme with employer contributions.
- Onsite restaurant and coffee bar. The London office also offers a gym, showers and prayer room
- Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving
- Access to a retail discounts and cashback site
- 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)
Company: HM Treasury
Company Location: London