Band B2 - EA to Director of Operations, IPA (Ref: 3924)

Cabinet Office
14 Jun 2019
17 Jun 2019
Contract Type
Full Time

Who we are
The IPA is the government's centre of expertise for infrastructure and major projects. We sit at the heart of government, reporting to the Cabinet Office and HM Treasury.
Our core teams include experts in infrastructure, project delivery and project finance who work with government departments and industry.
We support the successful delivery of all types of infrastructure and major projects; ranging from railways, schools, hospitals and housing, to defence, IT and major transformation programmes.
We lead the project delivery and project finance professions across government.
Our purpose
Our purpose is to continuously improve the way infrastructure and major projects are delivered, in order to support government priorities and improve people's lives.
We aspire to create the best performing project system of any country in the world
What we do
The IPA works with government and industry to ensure projects are delivered efficiently and effectively, and to improve performance over time. We work on the overall project delivery system, which includes the projects, people and processes that together create the right environment for successful delivery.
We measure how well the system is performing, so we can learn important lessons and continuously improve project performance over time.
How we operate
The IPA operates as the home of the Project Delivery function across government, helping government to deliver projects better and bringing specialist project delivery skills to the Civil Service.
The Project Delivery function is part of a wider community of other functions in government such as Commercial, Communications and Digital.

This role is within the Operations team, which is comprised of project delivery experts working right across government. We support government departments in delivering their projects, pay particular attention to projects at the early stages of development and provide independent assurance to the Government Major Projects Portfolio (GMPP) - the most complex and strategically significant projects across government.
Job Description
The EA for the Operations Director is the Director's right-hand person who fully supports the Director in delivering the role, being the eyes and ears across the team and being part of the wider admin team in IPA.
Role responsibilities
• Managing a team of B1 and Band C Grade Admin support within the IPA. This includes chairing the fortnightly Admin Team meetings and helping give guidance on development opportunities and training programmes.
• Fully delegated access to the Ops Director inbox and day to day responsibility of prioritising emails, responding to emails where appropriate, and marking key emails for reading or action
• Creating briefing packs ahead of meetings and ensuring the Director has enough to read and respond to any requests
• Where requested, to read key documents and documents, collate information and meet with other staff in order to give a briefing to the Ops Director
• Managing a number of key meetings on behalf of the Director where appropriate. Setting agendas and managing the action log of various internal team meetings
• To ensure that all new starters within IPA Ops have been given the correct starter information / induction pack by their Line Manager
• To support the Director by managing Ops Team training; tasks include booking training venues and working with any external facilitators, and ensuring that all new staff are included in training.
• To help support the Director in any budget management where appropriate
• To ensure the Director has regular meetings with their direct reports within Operations, the Senior Management of IPA and key stakeholders across Government.
• Min 5 years of managing a Senior Director in a 1:1 capacity
• Understanding of Government processes, key stakeholders and priorities
• Previous work with a project team and understanding of project structures is helpful
• Recruitment experience is helpful
• Ability to think on your feet, be flexible and able to manage multiple tasks at the same time
• Ability to prioritise tasks and workload
• Ability to summarise documents into a summary briefing

Candidates may be asked to complete brief presentations as part of the interview process.
An initial sift based on the behaviours may be held if a large number of applications are received. If your application progresses to a full sift, all competences will then be considered.
Please note that this role requires CTC clearance, which would normally require 3 years' UK residency in the past 3 years. This is not an absolute requirement but supplementary checks may be required where individuals have not lived in the UK for the required period. This may mean that your security clearance (and therefore your appointment) will take longer or, in some cases, not be possible.

Please refer to job description


We'll assess you against these behaviours during the selection process:
  • Changing and Improving
  • Making Effective Decisions
  • Working Together
  • Managing a Quality Service
  • Delivering at Pace



• Access to learning and development tailored to your role
• A working environment that supports a range of flexible working options
• A working culture which encourages inclusion and diversity
• A civil service pension

Things you need to know


Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

Please refer to job description

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

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code 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.

The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.