Our main focus is to make sure that the GB rail network operates safely, reliably and provides value for taxpayers and customers. We are also responsible for monitoring Highways England's management of the strategic road network – the motorways and main 'A' roads in England.
This is your chance to be part of the team whose mission is to be an innovative, forward thinking and collaborative team providing expert advice, support and solutions to enable ORR to operate efficiently and effectively. This busy directorate provides IT, facilities, human resources and finance management to the ORR. This role will work to the Director of Corporate Operations running her diary and making sure that she has the information she needs to enable her to lead the directorate effectively and supporting her management team.
Reporting to the Director, you will need to work flexibly to meet the demands of this busy and varied role. You will need to understand organisational and team priorities and organise your time accordingly, working around the peaks of regular activity.
About what you will learn
We want to improve the diversity of our staff and increase the opportunities for people from different backgrounds to begin a career in the civil service. ORR has been very successful in recruiting apprentices into a range of roles and you would be joining an organisation which has a good system of support in place and an existing group of staff who are further along in their apprenticeships.
Working in this role will give you the opportunity to develop a set of skills that can be applied in a number of different roles and organisations when you have completed your role here:
- You will learn how to use your initiative to achieve the objectives you have been set, within the context of a small team who can provide support and assistance as required. This will enable you to develop how you manage your priorities and time and your problem-management and decision making skills, which are crucial in any role.
- You will have the chance to develop your communication skills, both in writing through drafting minutes, letters or other documents and through your work with stakeholders internally and externally.
- As you develop your skills and knowledge, we would expect you to take on a broader role within the team to assist further with the other work that we do.
- You will have the opportunity to see close up how an organisation is run from the main support directorate.
- You will be able to develop project management skills by providing administrative support and assistance to some of the change projects which we deliver
The role is a great opportunity to start a career path within the organisation or the civil service to other support roles and develop a good grounding for management or senior support roles in the future.
Key responsibilities of the role
This is a new role, so the key responsibilities may change over time. The immediate tasks will be to:
- Support the Director by managing her diary and assisting with her inbox
- Organise internal and external meetings including team meetings as required including - liaising with external stakeholders and internal contacts, reconfirming meetings in advance, preparation and management of the agenda, minute taking booking rooms, ordering catering etc;
- Providing project management, analytical and administrative support to key change projects in the directorate
- Carrying out administrative tasks including photocopying, booking catering, making travel and hotel arrangements for the Director and senior team
- Maintain information databases, electronic and paper case records, filing systems and archives. This includes ensuring commercially sensitive material is kept / disposed of securely and also updating internal and external web pages;
There will be other role-appropriate tasks too, as the job will combine regular planned work and reactive work to respond to emerging issues and changing circumstances, and as you develop your skills and knowledge.
This description of the job may be subject to review, and is to provide you with guidelines within which you would work. Other duties appropriate to the grade may be assigned from time to time.
We'll assess you against competencies during the selection process. It is essential that you are able to show us evidence of the following attributes in your application and at interview:
- You will be highly organised, able to keep on top of a busy and varied workload and respond to changing priorities without losing track of less urgent tasks;
- You will have a good level of competence in using normal office packages (email, documents, diaries) – and capacity to pick up any in-house systems with minimal training;
- You will be a good communicator; particularly showing your ability to listen well, understand and follow instructions and raise any issues or concerns;
- You will want to learn and have a proactive approach to developing skills and showing initiative to meet objectives and address issues
- You are tactful and discreet in handling sensitive information and are confident when communicating with senior people, engaging with different parts of the organisation and interacting with external contacts appropriately.
The following skills and experience are also desirable:
- Drafting straightforward correspondence and documents.
- Writing minutes of meetings
- Experience of project administration
- Experience of carrying out analysis and preparing presentations using Excel spreadsheets and PowerPoint
Closing date: 20th January 2019