Personal Assistant

Closing Date:

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Job Description:

Please note that this role will close at 00:01 on Monday 14 September and therefore we advise getting your application in by no later than midnight on Sunday 13 September.

We reserve the right to close this vacancy early should we receive a high volume of applications.

This is an FTC for up to 12 months and we expect interviews to take place in early October.

About Ofcom

As the UKs communications regulator were delivering vital work that helps keep the UK connected.

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

This role sits within Ofcoms People Culture and Workplace (PC&W) team. Our PC&W team support the organisation at a strategic level ensuring we have the right people in the right place at the right time to deliver on our objectives for our consumers leading transformation and cultural change to support an increasing regulatory remit.

The PC&W team is here to ensure Ofcom can deliver its organisational objectives by supporting managers and colleagues through their journey at Ofcom including the provision of all employee policies reward inclusion and talent addition we are responsible for the provision of all our properties to ensure our people culture and workplace practices all combine to deliver the best possible colleague experience of work.

Purpose of the Role

Provide high-quality administrative and organisational support to the People Culture and Workplace Director ensuring effective management of their diary meetings communications travel and team activities. The role acts as a key point of contact for internal and external stakeholders and helps facilitate the smooth running of the People Culture and Workplace leadership team and wider function.

Key responsibilities

The list below gives the broad expectations of activity in the addition it is expected that the PA picks up any and all that is needed for effective running of their role the role of the People Culture and Workplace Director and the wider PC&W function. An ability to be flexible proactive and solutions focused is key.

Executive Support

• Manage the People Culture and Workplace Directors complex and ever-changing diary prioritising appointments and resolving scheduling conflicts

• Coordinate all meeting arrangements including liaising with internal and external stakeholders preparing invitations and managing logistics

• Ensure appropriate time is allocated for leadership reviews governance activities strategic planning and writing commitments

• Provide reminders and proactive support to help the Director meet key deadlines and commitments

Inbox and Correspondence Management

• Provide light-touch inbox management

• Monitor emails and highlight urgent or high-priority communications

• Spot action and coordinate diary-related requests and enquiries

Travel and Expenses

• Arrange domestic and international travel including transport accommodation and itineraries

• Process expenses and support the timely completion of related administration

Administrative Support

• Manage room bookings desk bookings and meeting logistics

• Complete timesheet administration for the Director

Leadership Team Support

• Work closely with the Directors leadership team and other executive support colleagues

• Coordinate regular one-to-one meetings and leadership team schedules

• Prepare agendas and supporting materials for regular leadership meetings

• Take meeting notes and distribute actions when required

• Build and maintain strong working relationships across the leadership team to support effective collaboration

• Occasional temporary cover for other PAs in the group

Team Meetings and Events

• Coordinate and schedule team meetings

• Organise team events away days and engagement activities including venue sourcing logistics and attendee communications

• Support leadership teams in developing agendas and coordinating event content

• Assist with the planning and delivery of seasonal and team celebration events

Wider Team Engagement

• Support team communications and engagement initiatives

• Issue reminders relating to administrative processes

• Coordinate team recognition activities

• Foster positive relationships across the wider team and act as an approachable point of contact

• Share relevant team updates and insights with the Director where appropriate

• Part of a small team of PAs for the PC&W function share best practice and ensure full cover across all of the leadership team

Stakeholder Management

• Develop effective working relationships with Personal Assistants across the organisation

• Collaborate closely with other senior support professionals to ensure seamless coordination across directorates

• Occasionally support planning and coordination for senior executive visits

The skills knowledge and experience you will need for success

Essential

• Experience providing high-quality administrative personal or executive support in a busy and fast-paced environment.

• Confidence using Microsoft 365 applications including Outlook Teams Word Excel and PowerPoint.

• Executing Plans:Strong organisational and prioritisation skills with the ability to manage multiple tasks competing deadlines and changing priorities & experience coordinating diaries meetings events and stakeholder interactions.

• Articulating Ideas: Excellent communication skills both written and verbal.

• Forming Relationships: Collaborative and approachable with a strong customer-service focus and ability to build positive working relationships at all levels.

• Owning Accountabilities: High levels of professionalism discretion and sound judgement when handling sensitive and confidential information & a proactive adaptable and solution-focused approach with the ability to work independently and take ownership of tasks.

Desirable

• Experience working in a People HR or corporate support environment.

Inclusive hiring at Ofcom

At Ofcom our mission is clear: to make communications work for everyone. To achieve that our people must reflect the diversity of the UK in background identity and experience.

We believe innovation thrives when difference is valued and everyone feels empowered to contribute their ideas and perspectives. Thats why we welcome colleagues of all ethnicities and races sexes genders and gender identities sexual orientations ages faiths and beliefs and those with apparent and nonapparent disabilities. We value socioeconomic diversity life experience and neurodiversity too. Whether youre a carer a parent a veteran or reentering work after time away your voice and perspective matter here.

Flexibility is at the heart of how we work because we want you to thrive in a way that suits you best. Most roles can therefore be adapted for parttime hours job shares or other flexible arrangements. Learn more about our Rewards Benefits and Wellbeingon our careers page.

Our recruitment process is intentionally designed to be open and accessible. If you need adjustments information in a different format or an alternative way to apply contact us at or0.

As a proud Disability Confident Leader we guaranteeinterviews for disabled applicants who meet the essential criteria for a role. You can read more about this commitment here.

Whoever you are whatever your story you belong at Ofcom.