Executive Assistance - Inspections & Enforcement

The SIA is the organisation responsible for the regulation of private security. It is an independent, arm’s length body (ALB) of the Home Office, reporting to the Home Secretary, under the terms of the Private Security Industry Act 2001. The SIA’s purpose, + Provide effective and efficient support to the Executive and Non-Executive Directors with a primary focus on the Executive Director Inspections and Enforcement and the non-executive directors.
+ Support the Governance Manager on corporate support and governance issues., The post holder will report to the Governance Manager.
Key Contacts
The jobholder will be required to establish and maintain strong, positive working relationships with key stakeholders including:
+ SIA Chief Executive
+ SIA Chair
+ Executive Directors
+ Non-Executive Directors
+ SIA Heads of function
+ SIA staff at all levels
+ External stakeholders including Home Office Sponsor and Policy Units and members of the private security industry
+ Executive Assistants
Responsibilities
+ Provide a high quality and proactive executive assistant service to the Executive Director Inspections and Enforcement and the non-executive directors.
+ Accountable for diaries for the Executive Director Inspections & Enforcement and the non-executive directors, using discretion, judgement, knowledge and understanding to determine priorities and optimise productivity and time utilisation.
+ Accountable for the virtual and physical inbox for the Executive Director Inspections & Enforcement: sifting correspondence and email, prioritising for their attention, responding, forwarding where appropriate.
+ Establish, develop and maintain strong working relationships with a wide variety of key stakeholders, including at senior levels, as the go-to person for their engagement with the Executive Director Inspections & Enforcement and the non-executive directors.
+ Evaluate, prioritise and resolve issues in a timely manner on behalf of Executive Director Inspections & Enforcement and the non-executive directors.
+ Leading on secretariat support to regular meetings led by Executive Director Inspections & Enforcement and non-executive directors (e.g. monthly directorate meetings, Regulatory Affairs Board, Professional Standards Group).
+ Leading on secretariat support to other irregular meetings involving Executive Director Inspections & Enforcement and non-executive directors, for example staff briefings, employee engagement, stakeholder discussions; this could include making arrangements, preparing papers, taking notes.
+ Leading on effective travel and accommodation bookings in line with budgetary requirements while taking into consideration individuals’ preferences and timing implications.
+ Accountable for timely processing of expenses on regular basis.
+ Draft reports, papers, letters, presentations for the executive and non-executive directors using appropriate styles and formats and being accountable for the content.
+ Provide cover for other executive assistants demonstrating an understanding of other directors’ and non-executive directors’ needs, preferences and schedules.
+ Keep abreast of internal administrative policies, practices and guidelines and issues across wider organisation.
+ Work with the Governance Manager to provide a secretariat service to governance meetings which includes maintaining a forward look of agenda items, collation and preparation of agendas and papers, taking minutes, recording decisions and actions, proactive follow-up on progress of actions.
+ Engage with and contribute to team’s overall governance remit, by updating corporate decision log, filing papers, destroying papers in line with the retention schedule.
+ Work flexibly with the Director of Inspections & Enforcement to accommodate workload and work with the wider Exectuvie Assistants Team contributing to a harmonious team spirit.
+ Additional and occasional duties, appropriate to the pay band and workload, to provide resilience to the corporate support function and effective fulfilment of the Team’s responsibilities (e.g. support senior staff recruitment by distributing interview packs, greeting candidates, booking interview rooms, liaising with internal and external suppliers and raising purchase orders, onboarding arrangements for executive and non-executive staff).

+ Relevant experience gained in a PA or Executive Assistant role.
+ Experience of using judgement, knowledge and understanding to deal with issues on behalf of Board-level staff including delegation of work, handling confidential and sensitive matters, anticipating current and future needs of directors.
+ Experience of successfully working with senior leadership to deliver requirements at pace and with minimal direction.
+ Experience of delivering competing and ad-hoc demands to tight deadlines in a high-pressure environment to ensure commitments are met to a high standard.
+ Experience of establishing, developing and maintaining strong, positive working relationships at all levels.
+ Experience of acting on own initiative and making judgements as appropriate.
+ Excellent attention to detail.
+ Demonstrable personal organisation, planning and prioritisation skills.
+ Strong verbal and written communication skills, including a proficiency in minute-taking.
+ Proven team working skills.
+ Proficient in IT application, including the MS Office suit., Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Alongside your salary of £29,200, Security Industry Authority contributes £7,884 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
+ A welcoming and innovative work environment.
+ Continued support and development opportunities.
+ Access to training for attainment of recognised qualifications.
+ Flexible working arrangements.
+ Annual leave entitlement will be 27.5 days, rising by one additional day for every two years of service up to a maximum of 32.5 days.
+ A variety of discounts including Gymflex,
+ Civil Service Pension Scheme – Employee contribution between 4.60% and 7.35% and Employer contribution between 26.60% and 30.30%