About the job

Summary

We pride ourselves as being an employer of choice and welcome and encourage applications from everyone, such as ethnic minorities, women, disabled people and those who identify as LGBT+.

To find out more about how we champion diversity and inclusion in the workplace and making DVSA a great place to work visit our Careers website.

Are you a highly organised individual with experience of diary management?

Do you want to be a part of an organisation that thrives on delivering an excellent service?

Can you use your initiative to organise executive level managers workloads?

If so, this is a fantastic opportunity to join us as a Personal Secretary to the Senior Traffic Commissioner and we’d love to hear from you!

Job description

The role of Senior Traffic Commissioner Personal Secretary is to deliver a high quality professional secretarial and administrative service to the Senior Traffic Commissioner (STC). The role involves close working with Traffic Commissioners, Senior Stakeholders from Department for Transport (DfT) and its agencies, and national leads from the Road Haulage and Public Service industry as well as OTC Management and CEO/Directors and Senior Managers from DVSA. It is a demanding, varied and interesting role and requires someone who is flexible and responsive. They must possess integrity and understand the need for, and exercise discretion and confidentiality.

The role is principally to provide secretarial and administrative office support for the Senior Traffic Commissioner. The role involves the arranging of internal and external meetings, preparation and issue of agendas and minutes, collating correspondence on behalf of the STC and drafting responses, typing of public and other documents.

You will also support the Senior Traffic Commissioner in his independent regulatory role as Traffic Commissioner (TC) for the East of England.

Ensuring all functions are carried out in an efficient and timely manner so that legislative time scales are adhered to and so that all matters of note are referred to the STC/TC as soon as possible and in accordance with the Statutory Documents and Service Level Agreements.

Responsibilities

Responsibilities include, but are not limited to:

• Pro-actively managing the Senior Traffic Commissioner (STC)/Traffic Commissioner’s emails, responding to requests, escalating issues, prioritising work, cascading information and tracking deadlines. Flagging of urgent and priority items, and bringing these to STC/TC’s attention.

• Pro-actively managing the STC/TC’s diary. Setting reminders for actions and responses and managing priorities and clashes. Adding reminders to calendar and keeping time free for actions to be addressed.

• Pro-actively meeting with Traffic Commissioner Corporate Office (TCCO) to discuss diary and agree priorities and monitor workload.

• Identifying and monitoring actions ensuring updates are sought and documented prior to meetings or as required. Draw to the STC/TC’s attention any outstanding actions.

• Discussing and booking travel arrangements. Compile and provide briefing and maps for visit when necessary; complete Travel & Expenses claim on behalf of STC/TC.

• Creating and managing an efficient bring forward system.

For more information about the role and responsibilities please see the attached Role Profile and Candidate Pack.

About You

As an experienced Personal Assistant who is used to supporting executive level managers, you have in-depth experience of diary management and providing high quality administrative support. You will have excellent verbal and written communication skills capable of efficiently communicating and influencing at all levels, including with senior managers and stakeholders.

You are highly organised with excellent time management skills and you thrive in a dynamic environment. You are resilient, with the capability to prioritise a busy workload, handle changing and important priorities, and work under pressure.

You have fantastic interpersonal skills and have the ability to use your initiative to work unsupervised. You need to have excellent written communication skills and a good attention to detail when taking minutes.

Due to the nature of the role, it is essential that you are aware of the importance of confidentiality and adhere to it at all times.

You will be proficient in using IT systems and Microsoft Office 365 applications particularly Word, Excel, Outlook, and SharePoint.