Administrative Assistant

Positions 1 1 Band / Grade 1 C Salary 1 £29,150 - £32,750 Per Annum Contract Type 1 Permanent Working Pattern 1 Full Time Location 1 Hybrid (on-site and remote) Leave entitlement 1 Starting at 30 days per annum, pro-rata Closing Date

29th April 2024 at 23:55

Interview Date(s) 1 Interviews are expected to take place 22nd - 24th May. 1

House of Commons

The House of Commons a unique and exciting place to work right at the heart of the UKs thriving democratic system.

Behind the scenes, the House of Commons Service is made up of more than 3,000 employees who support and facilitate the smooth day to day running of the House. They provide professional services to Members of Parliament, their staff, and the wider parliamentary community.

Staff Benefits

In addition to your salary, we offer an attractive range of benefits including:

• 30 days’ annual leave (Pro-rata) (increasing to 35 days after first full leave year).
• Civil Service pension with an average employer contribution of 27%.
• Access to training and development.
• Flexible working.
• Interest free season ticket loan and bicycle loan.

Introduction

The Strategic Estates team in Parliament takes great pride in looking after and improving the buildings of Parliament itself, as custodians of the Estate. While we are part of the House of Commons service, we provide services to the House of Lords as well. We operate on a working World Heritage site which attracts visitors from all over the globe, in a challenging stakeholder environment where conservation and the need to innovate and build for the future coincide.

The Property and Asset Strategy team lead the strategic development of an integrated property and asset management approach for the estate, managing the lifecycle of the buildings, day-to-day corporate property management and providing advice to the Project Delivery and Maintenance groups. Property and Asset Strategy has a core of expert in-house technical staff providing continuity, direction and support to colleagues, consultants, and contractors, and represents the estate with key external bodies.

The Role

This role is a fantastic opportunity to join the Property and Asset Strategy (PAS) team as an Administrative Assistant. The PAS Team initiate the various refurbishment projects and support the directorate in strategic management, reporting and oversight of PAS’s full portfolio of projects, services, and operations.

The key stakeholder relationships are:

• SE Directors, managers, and staff
• Colleagues and Heads of Department outside SE and across Parliament
• External Partners

Some of the responsibilities for this role include:

• Manage diaries and emails (as requested) for the Deputy Director of Property and Asset Strategy and support PAS Team Leaders.
• Organise meetings, arrange appointments, book rooms and equipment, circulate agendas and prepare papers in good time. Take accurate and concise minutes, track actions and ensure they’re followed up. Liaise with colleagues across Parliament to follow up on requests, papers, or updates.
• Oversee the recruitment process for the team, liaise with Team Leads, the Recruitment team. Submit job descriptions onto the e-recruitment platform and arrange interviews.

Skills and Experience

To be successful in this role you will demonstrate:

Working with people

• Builds good relationships and co-operates with others.
• Promotes and maintains an atmosphere of openness and acceptance to include principles of equality, diversity, and inclusion.

Functional knowledge and skills

Experience of:

• Diary and inbox management
• Organising and supporting meetings
• Taking minutes

Understanding of:

• Microsoft software (particularly Outlook and SharePoint)

Communicating with others

• Communicates clearly, uses plain English and correct grammar.
• Deliver important messages effectively with a good manner and respond to strict deadlines. To provide advice and assistance.

Planning and organising

• Plans, prioritises, and monitors tasks in a systematic and organised way.
• Take the initiative and be proactive to develop new ideas and ways to continuously improve working practices.

Providing a customer service

• Ability to provide excellent customer service to internal and external stakeholders.
• Responsible for answering queries and taking appropriate actions.

Next Steps and Additional Information

• CV & Criterion Responses – If you would like to apply for this role, please submit your CV and provide evidence against Criteria 1, 2 & 4.

More information on the role and the full criteria can be found in the Job Description.

Please note that most job offers will be made at the minimum of the salary range, other than in exceptional circumstances.

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