Personal Assistant / Office Manager to the Chief Technology Officer

This role provides executive Personal Assistant and Office Management support to the Chief Technology Officer (CTO), dealing with a wide range of stakeholders, having an impact across the whole organisation.

The role ensures the CTO is appropriately briefed on key topics, and that the prime tasks and objectives of the IT Department are being progressed appropriately.

The role is often the first point of contact between stakeholders, staff and customers. They provide effective and efficient diary management to ensure that the CTO's time is effectively organised and prioritised.

The nature of the role requires experience, confidentiality, discretion and integrity.

Responsibilities

Your responsibilities will include, but not be limited to:

• Managing, controlling and prioritising CTO mail, relying on own initiative to route correspondence and monitoring progress to ensure deadlines are met.


• Acting as initial point of contact for CTO, building and maintaining effective relationships with senior internal and external stakeholders, ensuring they are dealt with appropriately.


• Drafting/co-ordinating responses on behalf of the CTO to ensure deadlines are met. Drafting messages and communication material for circulation to relevant areas. Making informed decisions, working to tight timescales and prioritising workload.


• Handling personal/confidential data securely and appropriately in line with Government guidelines.


• Effectively and efficiently managing diaries, enabling appropriate balance between preparation time, staff engagement and meetings. Arranging for necessary briefing notes/documentation to be available in timely manner prior to meetings., This role will be based in Swansea, and we will be operating a hybrid working model that allows you to work between home and on-site giving you greater flexibility about where and when you work, subject to business needs and this also allows for ongoing support, development, and collaboration with colleagues.


Therefore, the expectation is that you will spend a minimum of 60% of your working time based at your principal workplace (DVLA). We would encourage you to discuss the working arrangements for this role with us during the recruitment process.

The successful candidate will be required to work full time to manage a very busy workload and provide critical support to the CTO and senior management team, which would not be achievable on a part time basis., We'll assess you against these behaviours during the selection process:

• Communicating and Influencing


• Delivering at Pace


• Managing a Quality Service, If invited to interview, this may consist of a range of question types. These could include questions around behaviours and how you would respond in any situation as well as specific examples of things you have done.


The selection process will be designed specifically for the role. As a result, your assessment will include:

• An interview.


Assessment and Interview

The sift is due to take place from Tuesday 4th June 2024.

As part of the application process, you will be asked to provide a CV and personal statement to Inspire People (our Recruitment Partners) which outlines your experience and suitability for the role (based on the experience points outlined in the essential criteria on this advert).

On receipt of your CV and personal statement, DVLA Hiring Managers will complete a sift. Please note; the sift will be completed on a rolling basis whilst the campaign is still live and so there is potential for feedback to be shared with you (on your application) before the advert closes.

If at sift your application is successful, you will be invited to an interview which will be conducted by DVLA Hiring Managers, on site at DVLA, Swansea. Further details of which will be provided, should you be selected for interview.

Interviews will take place from Thursday 13th June 2024.

At the interview stage, you will be assessed against various Behavioural and Technical elements. (Find more information around these elements by following the Success Profiles and Technical skills listed in the advert).

Please familiarise yourself with the attached SFIA framework as you will be tested on elements of this during the interview stage.

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

For further information on Success Profiles visit our Careers website.

Please take note that DVLA does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Reasonable Adjustments

As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.,
• UK nationals


• nationals of the Republic of Ireland


• nationals of Commonwealth countries who have the right to work in the UK


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)


• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020


• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  Are you a self-motivated and adaptable individual who can thrive within a fast-moving C-suite working environment?


Do you have strong communication skills with great attention to detail?

Are you highly organised and enjoy managing multiple tasks?, You possess excellent organisational skills with the ability to organise and prioritise your work to maximise productivity and achieve all deadlines whilst working at pace, sometimes without day-to-day direction. You have a flexible attitude and welcome autonomy to your role.

You have effective verbal and written communication skills, with the ability to tailor these to suit your audience, clearly and confidently. You will have experience of preparing written papers, taking minutes and creating action reports.

You are assertive, proactive and confident in engaging with senior stakeholders both face to face and using written communication methods. You are able to communicate with people easily and across all levels using the positive working relationships you have built.

We strive to ensure that DVLA is a great place to work where everybody can be their true self, be treated with dignity and respect, and according to their individual needs. We have a number of staff network groups run by staff to support their colleagues., This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.,
• Experience of being highly-organised, while responding quickly to changes, working at a C-suite level.


• Evidence of effective written communication e.g. preparing written papers, agendas, minutes/actions or reports.


• Have strong verbal communication and engagement skills, with the ability to communicate across all levels., Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Would you like to find out more about the role, the digital team and what it's like to work at DVLA? If so, we are organising a familiarisation session where you can virtually 'meet the team' on Wednesday 22nd May at 12:00., At DVLA, licensing is just the start. Every project you implement, touch and deliver has a ripple effect that'll wash across the nation. Here the work you're doing has the capacity to change the way 50 million people interact with our services. As we aim to keep our roads some of the safest in the world, our innovative, transformative digital-led services help optimise a nation of individuals and business every single day.

To see how our people are transforming our digital services, head over to our DVLA Digital Services Blog and, to understand more about the great opportunities and benefits of working at DVLA read our Inside DVLA blog.

Passionate, reliable and always willing to push yourself and those around you, you'll continue to seek improvement in your own role and challenge us too. Because we pride ourselves on how we approach your development. From training courses to specialist skills workshops and opportunities to grow your expertise, we thrive when you thrive. You can find out more about all of the above here alongside a full list of our benefits:

• Best in class learning and development tailored to your role.


• An environment with flexible working options where we encourage a great work-life balance.


• A culture encouraging inclusion and diversity with a range of staff communities to support all our colleagues.


• Generous employer contribution of at least 26.6%, depending on rate of salary and chosen pension scheme.


• Digital communities with clear career frameworks.


• On-site gym plus personal training available (membership applies).


• On-site nursery, restaurants and coffee bar.


• 25 days holiday (plus bank holidays), increasing by 1 each year (up to 30) & 1 extra day for the King's birthday.


• Free parking.


Things you need to know