Personal Assistant

Closing Date:

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Job Description:

Please note that this role will close at 00:01 on Thursday 5 November, and therefore we advise getting your application in by no later than midnight on Wednesday 4 November.

About Ofcom

As the UK’s communications regulator, we’re delivering vital work that helps keep the UK connected and shapes the future of how we’ll stay connected with each other.

Our work covers everything from phones and broadband, through to TV, radio, the postal service, and wireless devices. We’re 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 is part of our Infrastructure & Connectivity Group. Our mission is to advance a better-connected UK so people and businesses can participate in and benefit from a digital society. We do this by promoting competition and investment in the industries we oversee and helping make sure that communications networks are secure and resilient. Our work helps drive innovation, deliver consumer choice and value, and makes sure people and businesses get the services they need. Technology in our sectors changes fast and there are always new and exciting issues to explore. In a time of significant digital disruption, we support economic growth by ensuring that our communications infrastructure meets the country’s needs and enables a wide range of digital services.

The purpose and scope of the role

The Personal Assistant will be first-line support for 3 directors within ICG; as well as have an active role in the day-to-day running of the group. It’s an integral role, offering much needed administrative support to the team.

This is a 12 Month Fixed-Term Contract

Your Key Responsibilities

• Proactive diary management to 3 Directors, assessing priorities to enable the best use of their time
• Close interaction with the Directors, flagging and escalating incoming issues and updates, and using initiative to respond to enquiries/diary changes, helping to pre-empt and resolve any issues
• Act as an effective interface between Directors, their respective teams, and other internal and external stakeholders
• Ensure directors’ timesheets and expenses are completed accurately and on time
• Organising internal, external stakeholder meetings on behalf of relevant directors by liaising with PAs and booking rooms/equipment required for hybrid sessions
• Ensuring Directors have all relevant papers and agenda for meetings, including briefings where required
• Administrative support on recruitment activities and processes
• General admin support, producing and sending out written documents, such as letters, reports and emails, giving a clear, logical presentation, with excellent attention to detail
• Act as secretariat to internal steering groups and/or weekly management meetings, producing agendas, papers and minutes
• Support the organisation of team events, such as away days, conferences and large team meetings
• Book travel and accommodation for Directors and the team. Organise itineraries, producing clear schedules
• Use an effective system to ensure that deadlines are met
• Be flexible to accommodate extra work and take on ad hoc projects/work to meet deadlines, and manage workload
• Providing cover for other PA’s as required

The skills, knowledge and experience you’ll need for success.

• Experience providing high level support at Director level, including diary management, travel, document preparation
• Proven experience of supporting the coordination of events.
• Able to produce clear written documents, such as letters and emails with excellent attention to detail
• Promote Ofcom's values of excellence, agility, empowerment, collaboration and respect
• Able to maintain strict confidentiality at all times
• Evaluating problems - Proactively identify and generate insights and solutions without much guidance and willing to get involved in whatever comes their way and collaboratively work with others to reach the best outcome.
• Executing Plans - Excellent organisational and time management skills, using judgment to prioritise tasks and set clear goals while keeping an eye on progress
• Embracing change - Remaining flexible to the changes and anticipating potential risks/issues, owning accountabilities.
• Articulating Ideas - Interacting with people at all levels (internal/external) and communicating effectively.
• System knowledge - Proficient in Microsoft Teams and Office, SharePoint, and Workday (desirable).

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. That’s 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 non-apparent disabilities. We value socio-economic diversity, life experience and neurodiversity too. Whether you’re a carer, a parent, a veteran, or re-entering 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 part-time hours, job shares, or other flexible arrangements. Learn more about our Rewards, Benefits and Wellbeing on 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 [email protected] or 0330 912 1378.

As a proud Disability Confident Leader, we guarantee interviews 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.