Administrative Coordinator for Strategic Initiatives

2 weeks ago

Birmingham, Alabama, United States Department for Work and Pensions Full time

Position Overview

Are you eager to join a dynamic and forward-thinking team that is at the forefront of transforming the administration within the Civil Service? We are seeking individuals who are adaptable, insightful, and thrive in high-pressure environments characterized by significant volume and complexity.

An exciting opportunity has arisen within the Synergy Programme, a collaborative initiative established in response to the Government Business Service's directive for departments to consolidate into 'clusters' aimed at enhancing efficiency, increasing purchasing power, and elevating the quality of shared services for our personnel.

The Synergy Programme represents the largest of five departmental clusters, incorporating the Ministry of Justice, Department for Work and Pensions, Department for the Environment, Food and Rural Affairs, and the Home Office. The Department for Work and Pensions serves as the host for the Synergy Programme. Your contributions will significantly influence procurement strategies over the next 15 years, affecting over 50% of Civil Servants—approximately 230,000 individuals across the four departments and their associated bodies.

The success of this Programme is vital, as Civil Servants depend on shared services to deliver essential tools in human resources, finance, payroll, and procurement. This encompasses all aspects of our operations, from onboarding new employees to processing expense claims, procuring essential goods and services, and managing pension distributions upon retirement.

If you possess the expertise to optimize procurement processes, eliminate errors, reduce waste, and promote sustainability initiatives, we invite you to consider this role. Most importantly, we seek candidates who are passionate about our core mission—delivering a transformative service that will be utilized by Civil Servants as a result of the Synergy Programme.

The scope of the Synergy Programme presents a unique opportunity to facilitate enduring sustainable change across HR, finance, and procurement shared services. To achieve success, sustainability must be integrated into organizational processes, policies, and decision-making, supported by training, guidance, and a compelling narrative for cultural transformation. The ideal candidate will play a pivotal role in driving this success.

Key Responsibilities:

  • Staying updated on current and emerging issues to provide briefings, advice, and recommendations to the Senior Responsible Owner (SRO).
  • Fostering and maintaining effective working relationships with both internal and external stakeholders; collaborating closely with stakeholders and building rapport (up to senior levels) to advance the SRO's priorities and ensure seamless cooperation across the Department.
  • Leading and coordinating the SRO's response to significant issues, commissions, and events that may arise on short notice and under tight deadlines, including briefing preparation, fact-checking, and analysis.
  • Representing and conveying the SRO's perspectives at meetings and in written communications.
  • Overseeing a business management environment, ensuring that daily operations, including diary management, are conducted efficiently and effectively.
  • Providing line management for one Higher Executive Officer (HEO).
  • Managing the workflow of the Senior Responsible Owner, including inbox management; proactively handling emails and correspondence, prioritizing tasks based on importance and urgency, and delegating responsibilities as necessary while maintaining professionalism under pressure.
  • Commissioning and ensuring the quality of papers and briefings as required, being accountable for meeting specific deadlines, allocating tasks, collating information/data, and engaging with the broader business to translate relevant information that supports the achievement of programme outcomes.
  • Some travel may be necessary as part of this role.

Candidate Profile:

Essential Criteria:

  • Experience in a Private Office environment or in briefing Senior Officials or Ministers.
  • Leadership - Demonstrated leadership capabilities, including the ability to cultivate diverse and inclusive teams, balance competing pressures, and understand the implications of decisions on the programme.
  • Stakeholder Relationship Management - Proven experience in engaging and influencing senior officials and stakeholders within a complex environment.
  • Communication & Insight - Exceptional ability to articulate complex issues clearly, both verbally and in writing, to diverse audiences. Capability to interpret data and insights to derive meaningful business conclusions.
  • Delivering at Pace - Ensuring that the team comprehends their roles, responsibilities, and priorities, while meeting objectives effectively.
  • Organizational & Problem Solving - Strong organizational and prioritization skills, with the ability to manage multiple tasks effectively under pressure.

Behaviors:

We will evaluate you against these behaviors during the selection process:

  • Leadership
  • Making Effective Decisions
  • Delivering at Pace
  • Communicating and Influencing

Benefits:

  • Learning and development tailored to your role
  • An environment with flexible working options
  • A culture that promotes inclusion and diversity
  • A competitive employer contribution to your pension

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