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About the job
Job summary
Directors Office Administrator
c.£34,000 per annum
London
Fixed Term Contract – 22 months
Hybrid Working
As the Director’s Office Administrator, you will be responsible for managing the diaries of several senior leaders, ensuring that they have the information and support they need for their meetings and engagements. You will also provide administrative, logistical, and business support to the office, covering a wide range of interesting and challenging duties in a modern, flexible, and dynamic workplace. You will have the opportunity to interact with senior officials and external stakeholders, and to be part of a team that works collaboratively to deliver the required outcomes of the programme.
This is an exciting and challenging role that requires a high level of initiative, discretion, and professionalism. You will need to have strong organisational, problem-solving, and interpersonal skills, and a willingness to learn and develop. You will also need to have experience in diary management, office administration, and Microsoft Office applications.
Here is an insight to the Pensions Dashboard Programme:
Pensions dashboards will enable people to access key information about all of their UK pensions, private and State, in one place online, revolutionising how people engage with their pensions throughout their lives. Enabling the delivery of pensions dashboards will require up to 52m adults in the UK to be connected with up to around 43,000 pension providers and schemes to search for their pensions.
Development work by industry has already taken place, as a concept. The goal is now to turn it into a delivery solution for the benefit of UK citizens. MaPS has created a Pensions Dashboards Programme (PDP) which will be responsible for delivering the digital architecture and governance framework that will allow multiple parties to be connected as part of the pension’s dashboards ecosystem. This hugely significant development has the potential to improve the financial wellbeing of millions of people.
The programme is comprised of an Industry Steering Group and a supporting Programme team within MaPS. The Programme is working in close partnership with DWP, TPR and FCA who all have related delivery responsibilities. Industry has had, and will continue to have, a crucial role to play in designing and developing the necessary components to make pensions dashboards possible.
Job description
- Efficient triage of emails and messages, directing queries as required.
- Accurate and effective maintenance of all diaries, ensuring that time management is optimised. This will include booking travel tickets/hotels as required.
- Acting as a first point of contact for admin related matters, using your initiative and knowledge to respond to or direct queries to the relevant parties.
- Providing a full range of administrative support and assistance to the Director’s Office function.
- Developing and maintaining comprehensive and up-to-date electronic and manual filing systems which support delivery and are effective in storing and retrieving key data.
- Support planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperwork.
- Taking minutes/actions at key meetings and distributing to relevant parties.
- Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements.
- Contributing towards the organisation and coordination of larger-scale team events.
- Dealing with highly sensitive issues, acting with diplomacy, and always maintaining strict confidentiality.
- Liaising with the team to receive and collate information, compiling reports as necessary.
- Effectively managing systems for the storage and exchange of sensitive information and intelligence.
Person specification
- Strong organisational skills coupled with experience in the use of Outlook and managing diaries at a senior level.
- Experience of working with individuals at the highest level of an organisation
- Experience of planning their own and others’ work effectively.
- A track record of understanding the requirement for confidentiality, tact and discretion.
- Strong written communication skills
- A degree of IT proficiency in other applications including PowerPoint, Word, Excel and internet packages
Key skills:
- Planning and managing priorities – the ability to respond to changes and manage priorities, collaborating and engaging with people with integrity. The ability to have foresight and act upon the requirements for upcoming tasks and events, being pro-active in seeking briefings and papers.
- Drafting – displays the ability to draft emails and responses in a professional manner, showing a good command of the English language and punctuation.
- Communication and engagement – showing the ability to build and maintain effective relationships across the team and beyond, and at all levels. Creates a network of peers for support and the sharing of information.
- Critical thinker and problem-solver – Challenges may arise in the planning and execution of this role. The post would suit a critical thinker with keen problem-solving skills, identifying the source of the issue and developing strategies to address and resolve the complications.
Benefits
- Generous Annual Leave – 30 days plus Bank Holidays
- Pension scheme – contributions matched 2 to 1 (up to 10% of your salary)
- Interest-free loan to help you buy season tickets for buses and trains
- Cycle to work Scheme
- Subsidised eye test & flu jabs
- Life assurance scheme
- Give as you earn scheme
- Employee assistance programme (EAP)
- PAM Assist and PAM Life scheme (Wellbeing)
- Enhanced family and sick pay
- Paid volunteering (2 days a year)
- Recognition Scheme
- Discounts portal to numerous retailers
At MaPS, we take pride in our flexible approach to work. Most of our roles can operate on a hybrid basis with a minimum of 2 days in the office per week. Hybrid working is a voluntary, noncontractual arrangement and your office will be your contractual place of work. The number of days that anyone will be able to work at home will be determined primarily by business needs, but personal and other relevant circumstances will also be considered. If you are successful, any opportunities for hybrid working, including whether a hybrid working arrangement is suitable for you, will be discussed with you prior to you taking up your post.
Things you need to know
Selection process details
At the heart of the Money and Pensions Service are our values – caring, connecting and transforming, which are the foundation of our success. They permeate every area of our work and define all our business relationships and the way we work with each other. We’re not only looking for the best people in and around Bedford to come and work for us, but we need people who align themselves to our values: -
- Caring
We care about our colleagues and people whose lives we are here to transform. - Connecting
We will transform lives through our ability to make positive connections. - Transforming
We are committed to transforming lives and make a positive societal impact.
About MaPS
At MaPS, we help people – particularly those most in need – to improve their financial wellbeing and build a better, more confident future. Working collaboratively across the UK, we make sure customers can access high-quality money and pensions guidance and debt advice throughout their lives, however and whenever they need it.
Our inclusive working environment
By fostering our values, we are immensely proud of the inclusive working environment that we have created. The diversity of our people is a strength that we embrace and wish to build upon, so we are committed to attracting people of all backgrounds.
We work hard to ensure that we have a progressive approach to inclusion, equity and belonging. We really do want our colleagues to “bring their whole selves to work.”
By way of brief example, we have an enviable ethnic diversity mix, equal gender balance with a zero mean gender pay gap and thriving colleague and ally networks, including LGBTQ+, neurodiversity, women’s health, men's health, ethnicity, and diversity.
This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://maps.org.uk/
The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the Money and Pensions Service via email: recruitment@maps.org.uk. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website.
Job Reference: MaPS00550
Close Date: Monday 5th February 2024
Feedback will only be provided if you attend an interview or assessment.
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Nationality requirements
This job is broadly open to the following groups:
- 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
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
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