Assistant Private Secretary

About The Job

Job summary

Discover a career in your hands at HMRC. Whether you're seeking purpose, growth, or a workplace that gives you a true sense of belonging, hear from some of our employees as they share their story about what it's really like to work at HMRC.

Visit our YouTube channel to watch the full series and come and discover your potential.

The Chief Digital and Information Office (CDIO) Customer Group plays a critical role in supporting HMRC's mission to collect revenues due, pay the right financial support, and protect the system from fraud and non-compliance. Our work underpins the trust placed in HMRC by millions of individuals and businesses across the UK.

Most of the time in role (80% - 85%) is expected to be 'core Private Office activity" - activity which is common to all Private Offices regardless of which part of HMRC they work in. Principally, this will cover inbox and diary management and administrative tasks.

You will manage the Deputy Director's inbox and daily activities, working at pace to respond to emails on their behalf, including complex issues which may be urgent to ensure a balanced day, focused on the right priorities. Use initiative to re-prioritise in response to urgent tasks, source deputies and be able to make independent judgement calls and solve problems quickly.

The number of Deputy Directors the APS will support will vary occasionally, and may flex between multiple CDIO DDs, dependent on business need and resource levels across wider Private Office teams.

You will have an excellent understanding of the principal's priorities, the work of CDIO and emerging issues, engage with and influence stakeholders to further the principal's aims and objectives; be able to explain the principal's priorities at meetings and in correspondence where appropriate, challenging at appropriate level and deploying the principal at the right times.

Support The Principal To Discharge Their Responsibilities By

• Briefing and preparation for principal, flagging pre-reading, ensuring One Note is updated and checked regularly.
• Ensure governance checks are carried out on a timely basis, including review of T&S claims ensuring that they adhere to the policies for expenses.
• Vetting clearance and Driver licence checks - and seeking confirmation and assurance on an annual basis.
• Seek assurance from colleagues to complete mandatory training and office attendance.
• Take minutes and issue readouts; track actions/activity arising from the meeting; follow up to ensure actions are undertaken.
• Take on ad hoc duties where required.

Build a network of contacts to achieve progress on shared objectives across Private Offices and the principal's area, role modelling standards and behaviours across the group. Be an active member of the CDIO Private Office community.

Track staff milestones in principal's management chain that require recognition; co-ordinate drafting and sending recognition letters and gifts.

Support the principal by coordinating FOI requests and Parliamentary questions, requesting/consolidating commissions, advising on timelines and keeping track to ensure that submissions are sent in a timely manner.

Person specification

Core Skills

• Strong written and oral communications skills, with the ability to communicate with conviction and clarity and to tailor communications for diverse audiences.
• Strong senior stakeholder engagement and interpersonal skills, with the ability to work collaboratively and form strong relationships with internal and external stakeholders across all grades.
• Good judgement, with an ability to handle sensitive information with discretion.
• Critical thinking and the ability to problem-solve.
• Ability to see the big picture and take decisions with care, considering impacts and benefits.
• Ability to prioritise and reprioritise work based on business priorities.
• Sound analytical skills and judgement with the ability to identify and suggest solutions.
• Ability to work with discretion and confidentiality.
• Strong drafting skills, with an ability to convey messages accurately and succinctly.
• Proofreading skills.
• Be highly organised with very strong time management skills.
• Be able to work autonomously and take ownership of a portfolio of work proactively.
• Be able to multi-task and effectively prioritise; be comfortable working in a fast-paced environment where priorities may change and be able to prioritise effectively to keep to deadlines and maintain service levels.

Essential Criteria

• Experienced in proactive and reactive diary and inbox management, responding to requests, escalating issues, prioritising work, cascading information, and tracking deadlines.
• Able to capture and identify and monitor actions, ensuring updates are sought and documented prior to meetings or as required.
• Making best use of technology to produce high quality outputs on behalf of the Directorate and their leadership team.
• Experience in Private Office or equivalent roles.
• Good working understanding of Microsoft Office 365 Applications.
• Supporting, planning and organising meetings, minute taking and escalating actions.

Desirable Criteria

• Ability to analyse information and offer innovative ideas and solutions.
• Ability to work both independently, without close supervision, and as part of a team.

Operational Delivery Profession

You are applying for an Operational Delivery Profession (ODP) role. Please tell us about any ODP experience or qualifications you have on your application form. This is not essential for the role but may be considered by the vacancy-holder where candidates have the same score at sift or interview.

Additional Information - Transitional Sites

For more information on where you might be working, review this information on our locations .

If your location preference is for one of the following sites, it's important to note that these are not long-term sites for HMRC and we will require you to move to a new building in the future, subject to our location strategy and the applicable employee policies at that time.

These Sites Include

• Telford Plaza, Telford - moving to Parkside Court, Telford

You will be given more information about what this means at the job offer stage.

Leeds Locations

Moves Adjustment Payment will be available for this role, provided the successful applicant is a current HMRC colleague in Bradford and meets the eligibility requirements outlined in the HMRC's Moves Adjustment Payment guidance.

Behaviours

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

• Working Together
• Communicating and Influencing
• Delivering at Pace

Benefits

Alongside your salary of £37,682, HM Revenue and Customs contributes £10,916 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

HMRC operates both Flexible and Hybrid Working policies, allowing you to balance your work and personal commitments. We welcome applications from those who need to work a more flexible arrangement and will agree to requests where possible, considering our operational and customer service needs.

We offer a generous leave allowance, starting at 25 days and increasing by a day for every year of qualifying service up to a maximum of 30 days.

• Pension - We make contributions to our colleagues' Alpha pension equal to at least 28.97% of their salary.
• Family friendly policies.
• Personal support.
• Coaching and development.

To find out more about HMRC benefits and find out what it's really like to work for HMRC hear from our insiders or visit Thinking of joining the Civil Service

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours, Strengths and Experience.

How To Apply

As part of the application process, you will be asked to provide the following:

• A name-blind CV including your job history and previous experiences (max 250 words per role).
• A 500-word Personal Statement. Your Personal Statement (max 500 words) should describe how you would be suitable for the advertised role, referring to the essential criteria as outlined in the person specification part of this advert.

Please evidence any Desirable Criteria, including any ODP experience or qualifications you have (max 250 words). Desirable Criteria and ODP experience is not essential for the role but may be considered by the vacancy holder where candidates have the same score at interview.

Sift

In the event of a large number of applications being received, an initial sift may be held on your CV only.

At full sift, your CV and your Personal Statement will be assessed, with the successful candidates being invited to interview.

We may also raise the score required at any stage of the process if we receive a high number of applications.

Interview

During the panel interview, you will be asked behaviour-based questions on "Working Together, Communicating and Influencing and Delivering at Pace" in order to explore what you are capable of. You will also be asked strength-based questions on "Organiser and Team Player" in order to explore your motivations relevant to the job role.

This Is An Example Of a Strengths-based Question

"It is often said that the customer's needs should come first. To what extent do you agree or disagree with this statement?"

There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.

Interviews will take place virtually, via video link.

Sift and interview dates to be confirmed.

Eligibility

Please take extra care to tick the correct boxes in the eligibility sections of your application form . Mistakes sometimes happen but if you contact us later than two working days (Monday-Friday) before the vacancy closes, we may not be able to reopen your application for you. If you do make a mistake with your eligibility form, or have withdrawn yourself in error and need your application reinstated whilst the campaign is still live, please contact us via: ***email_hidden*** - Use the subject line to insert appropriate wording for example - 'Please re-open my application -

[insert vacancy ref]

& vacancy closing date

[insert date]

'.

To check that you are eligible to apply for this role, please review the eligibility information before submitting your application .

Exceptionally, candidates who are not successful at this grade may be considered for appointment to similar roles at a lower grade where the eligibility criteria are met. If this applies, we will contact you directly.

Sponsorship

We have assessed this role against both Home Office and HMRC criteria and we are unable to offer sponsorship for a Skilled Worker Visa. This means the vacancy is not open to applicants who require visa sponsorship.

The HMRC app can help you with your application

The HMRC app can provide you with your past 5 years' employment history, making the process of filling in your application quicker and easier.

If successful in your application, you will need your National Insurance number for the onboarding process.

Download the HMRC app now and save your National Insurance number to your digital phone wallet.

How to download the HMRC app and sign up for an account

Download the free HMRC app from the App Store or Google Play store.

If you have an HMRC online account already, sign straight in using your ID and password. If not, you can prove your identity by answering some questions or providing your photo ID.

You'll then be able to access the app quickly and easily by signing in using a 6-digit PIN, your fingerprint, or facial recognition.

You can find guidance for technical issues on GOV.UK: Technical support with HMRC online services .

Reserve List

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles - if this applies to you, we'll let you know via your Civil Service Jobs account.

Merit List

After interview, a single merit list will be created, and you will only be considered for posts in locations you have expressed a preference for. Appointments will be made in strict merit order in line with the set number of roles in each location.

Criminal Record Check

Applications received from candidates with a criminal record are considered fairly in accordance with the DBS Code of Practice and the Recruitment of ex-offenders Policy.

Hybrid working at HMRC

HMRC is an office-based organisation, and colleagues are expected to spend 60% of their working time in the office. Our offices provide opportunity for interaction, collaboration which aids learning and development and a sense of community. Where the role allows it, and where the home environment is suitable, colleagues can work from home for up to 2 days a week, averaged over a calendar month (or a proportionate amount of time for colleagues who work less than full time).

Reasonable Adjustments

We want to make sure no one is put at a disadvantage during our recruitment process. To assist you with this, we will reduce or remove any barriers where possible and provide additional support where appropriate.

If you need a change to be made so that you can make your application, you should:

• Contact the UBS Recruitment team via ***email_hidden*** as soon as possible before the closing date to discuss your needs.

Complete the "Assistance required" section in the "Additional requirements" page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you're deaf, a Language Service Professional.

Technical Support

If you are experiencing problems that cannot be resolved by our ' help ' section, then technical support is available. You will receive a reply in 2 working days.

Important information for existing HMRC contractual homeworkers

This role may be suitable for existing HMRC employees who are contractual homeworkers. Occasional attendance to the office will be required where there is a business need. Please consider the advertised office locations for this role when applying and only select locations from the 'location preferences' section that you can travel to.

Terms and Conditions

Customer facing roles in HMRC require the ability to converse at ease with members of the public and provide advice in accurate spoken English and/or Welsh where required. Where this is an essential requirement, this will be tested as part of the selection process.

HMRC has a presence in every region of the UK. For more information on where you might be working, review this information on our locations .

The Civil Service values honesty and integrity and expects all candidates to abide by these principles. The evidence you provide in your application must relate to your own experiences.

Any instances of plagiarism or other forms of cheating will be investigated and, if proven, the relevant application(s) will be withdrawn from the process.

Recording of interviews is prohibited unless explicit agreement is sought in line with the UK General Data Protection Regulations.

Questions relating to an individual application must be emailed as detailed later in this advert.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant's details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

New entrants will join on the minimum of the pay band.

Please note that, if you are applying for roles on a part-time basis, the salary agreed will be pro-rata, reflective of the working hours agreed within your contract.

If you experience accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

For more Information for people applying for, or thinking of applying for, roles at HM Revenue and Customs, please see link: Working for HMRC: information for applicants - GOV.UK .

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality Requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window) .

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact

• Name : Stephanie Webb
• Email : View email address on uk.workus.org

Recruitment team

• Email : ***email_hidden***

Further information

Appointment to the Civil Service is governed by the Civil Service Commission's Recruitment Principles. You have the right to complain if you feel there has been a breach of the Recruitment Principles. In the first instance, you should raise the matter directly via View email address on uk.workus.org.

Please note that we do not accept complaints or appeals regarding scoring of outcomes of campaigns, unless candidates can provide clear evidence that the campaign did not follow the Recruitment Principles. If you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their website.