PA and Finance Support

Summary

This role will provide financial support to the Finance Manager, undertaking financial processes for the directorate and provide PA support to two Deputy Directors. It will also work with the wider ESBS team with opportunities to support work on governance arrangements, policy boards, project and programme management, correspondence and wider team projects.

Job description

The Clean Power Strategy and Deployment (CPSD) contributes to delivering the Government’s aim of providing the UK with affordable, reliable and clean electricity. Our team, the Energy Strategy and Business Support Team (ESBS) team, ensures the appropriate Project Portfolio Management (PPM), governance arrangements, stakeholder engagement, communications and financial aspects of the Directorate and enable the successful delivery of our strategy. We are also responsible for articulating BEIS’ future approach to renewable energy, leading policy on established renewable sectors, managing the Levy Control Framework, co-ordinating clean electricity EU exit work, policy evaluation and sponsorship of the Low Carbon Contracts Company and Electricity Supply Company.
 

Responsibilities

Finance responsibilities:

• Develop a good understanding of Oracle HR and I-procurement systems;

• Lead the financial processes for non-programme spend. Financial processes include raising requisitions with appropriate evidence, following up approvals, ensuring invoices are receipted, matched and payments processed;

• Lead the directorate in year award processes inc. arranging meetings tracking and collating nominations and results and producing letters for successful nominations and updating the tracker;

• Collaborate closely with finance transactional partners in UKSBS to resolve processing and approval issues;

• Support robust forecasting and financial management across the Directorate inc. maintaining trackers, reviewing open POs, resolving overdue invoices;

• Support the Finance Manager in developing robust financial control and processes for the directorate.

• Potential to build knowledge of budgets and forecasting, understanding the financial and performance issues and propose ways to improve financial performance;

• Potential to get involved with journals, reconciliations and forecasting.

PA responsibilities:

Effective and efficient day-to-day and strategic management of two Deputy Directors’ diaries and arrangements, including:

• Managing their email inboxes by an agreed process such as highlighting priority emails and correspondence;

• Organising meetings/telephone and video conferences meetings; making room bookings;

• Reviewing and accepting meeting invitations, adapting the diary where things change and balancing conflicting appointments and managing priorities;

• Collaborating with internal colleagues and stakeholders regarding appointments, engagements etc.

• Providing paperwork for meetings;

• Arranging travel and accommodation


Wider team support

• Supporting the management and maintenance of records/systems such as: annual leave charts, organograms, shared drives, email distribution lists and staff directories;

• Opportunities to support work on governance arrangements, policy boards, project and programme management, programme delivery targets, correspondence and wider team projects.

Personal Specification:

Essential Experience:

• A high level of attention to detail and quality assurance when undertaking tasks;

• Experience or interest, in finance or procurement

• Experience of working in a business support function as a PA or secretariat or similar;

• Strong stakeholder management and interpersonal skills, including experience in dealing with and managing expectations of senior officials as well as a range of other offices;

• Clear and concise written and verbal communication skills;

• Good time management and problem solving skills, having a positive demeanor and maintaining focus to get the job done to a consistently high standard, taking ownership for your own work, setting priorities to meet customers needs/ objectives, respond constructively to feedback, identify problems and make suggestions for improvement, check performance vs objectives and handle challenging conversations.

• The ability to work closely and effectively with senior managers, Private Offices and other government departments and stakeholders to understand their needs and expectations;

• The ability to multi-task, handling a varied workload, prioritising effectively, managing expectations, reacting quickly and calmly to changing circumstances and communicating these changes to management, colleagues and stakeholders;

• A proactive and inclusive approach to delivering under pressure, be wiling to working collaboratively between teams and assist others where needed, ensuring all individual needs are taken into account (including your own) to deliver priorities in challenging circumstances

Behaviours

We'll assess you against these behaviours during the selection process:

  • Managing a Quality Service
  • Communicating and Influencing
  • Delivering at Pace
  • Working Together

Benefits

BEIS offers a competitive mix of benefits including:

A culture of flexible working, such as job sharing, homeworking and compressed hours.
Automatic enrolment into the Civil Service Pension Scheme.
A minimum of 25 days of paid annual leave, increasing by 1 day per year up to a maximum of 30.
An extensive range of learning & professional development opportunities, which all staff are actively encouraged to pursue.
Access to a range of retail, travel and lifestyle employee discounts.

Things you need to know Security

Successful candidates must pass a disclosure and barring security check.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

As part of the application process you will be asked to complete a CV and Personal Statement. Further details around what this will entail are listed on the application form.

Please use your Personal Statement to describe what qualities you would bring to this role.

Candidates will be sifted on personal and behavioural statements.