Private Secretary
Department for Levelling Up, Housing & Communities
Total des années d'expérience :15 years, 10 Mois
My role requires me to have a great knowledge of understanding of Building Remediation and Grenfell programmes, be able to flag risks and any mitigations in place. I am regularly liaising with 4 Deputy Directors who report to the Director/Senior Responsible Officer (SRO) ensuring their priorities are aligned with the direction from Minister/Secretary of State (SoS).
• On a daily basis I provide secretarial, strategic support and advice to the Director/SRO, including I;
- Oversee diary management and meeting requests
- Commission and track actions from high-level meetings, ensuring clear communication is cascaded to the business and progress on short-term and long-term objectives
- Facilitate commissions and briefing requests liaising with DG’s office and Private Office
- Work with the SCS team to provide steers and guidance from the Director and be an effective point of contact for the senior leadership team
- Deputise at meetings on behalf of the Director when necessary.
• I’m always building strong relationships with Private Offices, Private Secretaries and relevant directorates in DLUHC.
• I am required to maintain positive relationships with internal and external stakeholders and ensure they receive prompt replies, responses, and information sharing.
• Liaise with Programme and project managers helping assist with strands of the project such as timelines, moving substations, community engagement etc.
• I monitor the programme documents with the Programme Secretariat ensuring details are correct before going for sign off to the SRO and also ensuring the RAG ratings are measured/reflected correctly.
• Establishing and maintaining networks across Whitehall with other departments with an interest in our programmes.
• Assist and support areas of the business such as taking part in engagement with Grenfell community at A-Manar Mosque, volunteering on the Grenfell Anniversary events and assisting the Business Management team with recruitment, FTE and Purchase Orders.
• Part of the Diversity and Inclusion Network and the Culture’s Champion Network as well as an Inclusion Ally for DLUHC.
• Line management of staff.
Job title: PA to the Director regularly liaising with senior managers, Director Generals’ Office and other key stakeholders.
My main responsibilities are:
· Managing Director's diary, accepting or declining meeting invitations and setting up or rescheduling meetings to avoid diary clashes.
· Interpreting and handling emails including the commission or redirection of work - tracking responses where necessary.
· Telephone and face-to-face liaison with senior managers, Director Generals’ office, internal and external stakeholders.
· Preparation of meeting papers, issuing of agenda’s and noting meeting actions accurately.
· Booking hotels and making travel arrangements.
• I support and provide cover on the Directors shared inbox as determined by the Secretariat and based on the incoming correspondence.
• I deal with complex case-working, expediting requests, compassionate case, vulnerable cases which all have pressured timelines coming from Immigration Minister office, Home Secretary’s office or Director Generals Office. All wanting responses so have to prioritise the importance when dealing with request. Also provide press lines if relating to queries within V&C and ensure the correct Senior Civil Servant (SCS) is sighted on the press query.
• I am an experienced caseworker so able to use CRS and CID effectively and have a key eye to detail enabling me to investigate applications through the systems to gather and pull together background notes.
• I provide support to the communications (comms) lead with the communications work, which involves updating distribution lists, using SMART tool to send out communication and monitoring any communication that are due to go out from Directors, ensuring there is consistency. Currently launched the V&C Awards a project I am assisting the comms lead with.
• I pull together the performance MI for the secretariat lead to report on monthly correspondence capturing data such as FOI’s, PQ’s, MP’s correspondence and general queries.
• I lead on the tracking of the existing Grenfell cases and escalate any concerns or issues for these to my SEO and relevant teams. I also managed the manual data we held and support colleagues on the publishing data for the Grenfell relatives.
• I assist with drafting PQ background notes and support the clearance of PQs from the SCS lead within the prescribed timescales, using Hansard and Parliamentary companion-Dods access tool.
• Escalating MP Correspondence to the region when the MP account management team are unable to get a response. Given the strong working relationships I have with teams/colleagues in V&C I am quick in getting a response, obtaining clearance from SCS and sending responses back to the MP account management (MPAM) team, usually within short time frames.
Job title: Project management officer (PMO)
• I was the PMO for the transformation projects which were initially led by Grade 6’s in the overseas regions and then led by project managers nationally.
• As I had oversight of all the projects, I analysed risks and ensured dependencies or inter-dependencies were flagged to the appropriate project lead if their project was to be affected.
• I provided secretariat for the Business Readiness Board (BRB), arranging the meetings, setting the agenda, providing a chairs brief, recording the decisions, communicating the outcomes and tracking decisions.
• I liaised with Executive Board Secretariat where decisions need to be escalated from BRB and I send executive summaries on a monthly basis to the overseas regions as I was PMO for the 5 international projects alongside 2 UK based. I also set the governance process alongside mapping the milestones and transformation journey.
• I liaised directly with the regional directors and directors as well as commercial partners to ensure outcomes are resolved and have a strong working relationship with them.
• Work with Young People - I contributed to the assessment of young people by designing and developing provisions and resources that are relevant to them.
• I carried out action research projects with young people around the issue of interpersonal conflict and related issues.
• Attended training as required, in order to develop and maintain relevant skills and knowledge not only for my self but also assigned relevant training to my team.
• I designed and delivered a broad base of activities with and for young people, enabling them to deal with conflict and related issues.
• Recruited young people as peer educators as well as designing and delivering peer educator training.
• Carried out ongoing evaluation of programme activities alongside young people, other team members and external organisations.
• Evaluated the overall effectiveness of programme and provided feedback to the Project Coordinator. I also fed this up the chain to the board members.
• Working within a small team, managing volunteers and contributed to the development of the overall work of the project.
• Attended and contributed to regular team meetings and organising team development days. Delegating organisation to the team in order to build their skills.
• Worked with other agencies to enable working relationships with other youth projects and other relevant organisations within the work area.
• Development of service provision required me to co-operate with and advising the Management Committee on the development of the project.
• I Contributed to the record keeping and administration required for the proper development, monitoring and control of the project. Monitored the budget and kept on track through dialogue with the finance team.
• Recorded and maintained registers, beneficiary forms and any other information as required for monitoring and evaluating the projects.
Working in the Government Sector as part of UKVI
Part of the team where I am interviewing and case-working, making judgement on balance of probabilities. Assessing each case on own merit.
Interviewing candidates who have applied for vacancy for the civil service jobs and sifting applications.
Providing training to new starters
Being a team player by assisting in other tasks if member of staff is on leave
Updating stats and providing management information in regards to weekly stats
Creating spreadsheets and amending spreadsheets already created
Being able to work through priority work whilst maintaining targets for the day - prioritising work load when required by senior management
Competently dealing with Microsoft office software's Word, Excel, Outlook
Dealing with post queries and general office work
Inputting cases
Responding to emails
Using Microsoft office and other systems to get the work done
Writing out letters requesting further information from clients
Dealing with incoming customer queries via email phone and face to face.
HR queries
Managing priority workload in a fast paced environment
Typing letters
Creating the Staff Handbook
Enrolling staff on training
Taking minutes at meetings and dealing with board members
PA to Manager when required
Answering customer calls or emails, dealing with their online or store orders
Providing high customer service so calls were not escalated
Dealing with complaints effectively offering best solution for each customer
Being able to switch between departments depending on priority work
Working as part of a team achieving targets
Being able to type and talk at the same time
Use various systems at the same time
Association Project Management (APM PQ) (2018)
Incomplete - did not complete law degree due to personal circumstances but aiming to go back and complete studies at a later stage in life.
See CV for more information
Grade C at Alevel -UK college system
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