EXECUTIVE ASSISTANT TO THE DEPARTMENT FOR INTERNATIONAL AFFAIRS

Job Description and Person Specification

Line Managed by: Senior Policy Adviser, Office for Migration Policy (OMP)

Role:

The role aspart of a small integrated team, involves a mixture of administrative andpolicy work and it is expected that the Executive Assistant will have the opportunity to develop skills and experience in these areas. The Executive Assistantwill undertake and contribute administratively and analytically on a range of international public policyissues. There will be a particular focus on migration, human trafficking, refugees and slavery,especially throughsupporting the Santa Marta Group.

Main Responsibilities and Duties

The main responsibilities and duties of the Executive Assistant are to:

Administration

  1. Provide administrative and organisational support to the Department forInternational Affairs, including organising conferences and meetings in the UK and abroad, preparing documents, department projects, agenda preparation, minute taking and report writing,maintaining diaries, welcoming a diverse group of visitors and arranging travel and accommodation;
  2. Provide administrative, organisational and policy support for the Santa Marta Group.
  3. Ensure the written and digital output of the work of the Department is up-to-date under the guidance of the Assistant General Secretary and the Digital Editor;
  4. Provide assistance to the Secretariat by covering reception as required and attending the two Conference Plenary meetings each year and other meetings in the UK and abroad to provide secretarial support as directed;

Policy Support

  1. In collaboration with the Parliamentary and Public Affairs team, keep abreast with, and provide advice and appropriate responses as required by producing documents, briefing papers and reportsespecially with the International Affairs Department’s work on human rights, religious freedom, peace and conflict,UK human trafficking, racial justice, Holy Land co-ordination and in other areas as requested;
  1. Provide briefs on migration and refugee issues as requested in consultation with others;
  1. Work closely with the Parliamentary and Public Affairs team on advocacy work relating to IA’s policy responsibilities.
  1. Assist with developing effective networking and communication amongst organisations and in liaising with appropriate UK and international government departments, legislatures and agencies;
  1. Work with the CBCEW media team (CCN) to ensure the aims and objectives of the Department are communicated through relevant media outlets.

10. Undertake other ad hoc duties as required.

Person Specification

The Executive Assistant shall:

  • Be sympathetic to, and have an understanding of, the Catholic Church and its culture;
  • Have demonstrable experience of working at a similar level and proven administrative and office skills;
  • Have very high professional standards of work, including a consistent attention to detail, complete reliability and accuracy, and a constant commitment to excellence;
  • Have access to confidential information, requiring absolute discretion at all times;
  • Demonstrate a high level of ability to organise and prioritise work;
  • Be able to plan, organise and anticipate requirements well in advance to support the smooth running of the Department;
  • Have sound judgement and the confidence to take independent action – this requires a high degree of initiative and persistence combined with a high level of discretion and diplomacy;
  • Have excellent written and verbal communication skills and be experienced at dealing with a range of external contacts including Bishops and other leading members of the community;
  • Have excellent interpersonal skills;
  • Have a very proficient knowledge of IT and a good working knowledge of standard Microsoft Office software and be prepared to undertake further training.;
  • Be prepared to give and receive feedback and fit into a close working team.

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