Associate, Personal Assistant

Closing Date:

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Job Description:

Please note that this role will close at 00:01 on Tuesday 7 April and therefore we advise getting your application in by no later than midnight on Monday 6 April.

About Ofcom

As the UKs communications regulator were delivering vital work that helps keep the UK connected and shapes the future of how well stay connected with each other.

Our work covers everything from phones and broadband through to TV radio the postal service and wireless devices. Were also taking on the challenge of making the online world a safer place and we need people of all backgrounds skill sets and experiences to help us achieve our goal of making communications work for everyone.

About the team youll be part of

The Property & Facilities Management team are custodians of Ofcoms built environment. We are responsible for the delivery of multi-faceted activities and services that make Ofcoms properties safe secure efficient and stimulating environments in which to work and visit.

At the heart of what we do are our talented and hardworking people who are dedicated to delivering world class environments through passion creativity and a relentless focus on the customer experience. We LOVE what we do!

LoveFM is our unique brand that serves to bring us together to solidify our commitment to each other and our stakeholders and to grow and develop together. We live and breathe our values and strive to be a positive force for good.

The purpose and scope of the role

The purpose of this role is to provide highquality proactive support to the Head of Property & Facilities Management and the senior leadership team. You will help ensure the smooth operation of a UKwide workplace remit enabling safe engaging and efficient environments for all Ofcom colleagues.

This role is ideal for a highly organised peoplefocused individual who thrives in a fastpaced setting anticipates needs and takes ownership to see things through. You will also contribute to resilience across the broader People Culture & Workplace team collaborating closely with peers who hold similar roles.

Your Key Responsibilities

Direct Support Coordination & Communication

• Primary PA support to the Head of Property & Facilities Management

• Secondary support to the Senior Property & Facilities Management Lead (diary travel expenses timesheets) and colleagues more broadly in PCW where resilience and information sharing is required

• Management of complex diaries and competing priorities

• Lead coordinator for meetings agenda preparation room bookings travel accommodation and team events

• Professional interface with internal/external stakeholders

• Monitoring and coordinating incoming and outgoing communication and correspondence on behalf of the Head of Property & Facilities Management and the team

• Preparing papers briefings and research for committees and steering groups

Information Management

• Monitor and track incoming/outgoing requests to ensure timely followup

• Ensure appropriate handling and escalation of confidential information

• Maintain filing structures SharePoint sites and team documentation

• A strict custodian and champion of high information standards

Relationships Team Admin and Secretarial

• Work collaboratively across the PCW function to provide resilience and sharing of best practice

• Build strong relationships across the organisation

• Act as Change Champion / SharePoint Champion / ICT User Group representative

• General secretarial and team admin duties including drafting of letters minutes agendas presentations corporate credit card management purchasing maintaining filing structures etc and any other reasonable task or project as directed by the Head of Property & Facilities Management

The skills knowledge and experience youll need for success.

Technical knowledge and experience

• Enthusiastic and flexible with a co-operative friendly and considerate approach

• Extensive experience in coordinating internal and external meetings with the ability to manage last minute changes

• Committed to high quality and timely completion of work

• Able to maintain strict confidentiality and sensitivity

• A proactive and positive team player takes ownership with sound judgment and decision-making skills

• High proficiency in Microsoft Office suite and other software packages such as Workday and SharePoint

• Aligned to Ofcoms values with a genuine desire to make a difference

• High-volume constantly changing diary - must be skilled and efficient (time and info) at running a tight ship

• Inflow triage and response / follow up prioritised and scheduled as necessary

Desirable

• Proactive in identifying and addressing own personal and development needs

• Able to anticipate challenges including being proactive in finding value-adding solutions

• Has an interest and understanding of the issues facing the team and the wider strategic alignment to the business

Grade-Based Skills (Success Profiles)

• Scanning Horizons - grasps the bigger picture foresees upcoming trends and challenges and ensures actions and decisions are in sync with long-term objectives

• Owning Accountabilities - Assertive but professional in chasing individuals for information and comfortable with balancing conflicting priorities. Self-starter and able to work with minimal supervision.

• Forming Relationships - builds and nurtures positive relationships inside and outside the team; comfortable and confident in dealing with people at all levels internal and external

• Executing Plans - Excellent time management skills and ability to prioritise

• Articulating Ideas - expresses their ideas thoughts and information in a clear and concise manner

In your first 612 months success will look like

• Consistently wellmanaged diaries and smooth coordination of key priorities

• Strong trusted relationships with senior leaders peers and key stakeholders

• Confident ownership of team administration systems processes and documentation

• Demonstrable contribution to a positive team culture and LoveFM brand

Inclusivity Statement

Ofcom has a clear mission: to make communications work for everyone. To be able to deliver on this we want our organisation to reflect the diversity of background experience upbringing and thought that exists across the UK. We aim to recruit from the widest pool of candidates possible no matter your social background age ethnicity sexual orientation gender or disability.We also warmly welcome applicants who are returning to the workforce after a break for whatever reason. If you have taken time away and are ready to rejoin we look forward to reviewing your application.

Where positions are listed as full-time we remain open to reduced hours part-time arrangements job shares and other flexible working options. From day one we champion flexible work arrangements to accommodate individual needs. You can read more about our Rewards Benefits and Well-being on our careers page.

Our recruitment processes prioritise accessibility and inclusivity. If you need adjustments information in an alternative format or prefer to apply in a different way please contact us at or call 0.

As a Disability Confident Leader we offer interviews to disabled applicants who meet essential criteria for advertised roles. Learn more about this scheme here. Experience:

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