Private Secretary

As the living, growing home of our national story, The National Archives is a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history.

We’ve set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive. We won’t become this overnight. It will take time, focus, effort and daring.

That’s where you come in. Because we can’t do this without you.

Job Overview

Salary: £45,000 - £51,255 per annum

Contract type: permanent

Band: F / SEO

Closing date: Sunday 18th October at midnight

The Private Secretary sits within the Chief Executive’s Office team, who provide private office support and a governance function for the organisation. This high impact role requires navigating a wide range of complex issues and working closely with senior officials.

Working to the Head of Chief Executive’s Office and alongside another Private Secretary, the Private Secretary is responsible for articulating The National Archives’ aims, activities and interests across government, the archives sector and beyond.

They are a key player in managing day-to-day interactions with ministerial private offices, responding to ministerial correspondence and parliamentary questions, and providing expert advice to the rest of the organisation on government-facing issues. The Private Secretary also works closely with The National Archives’ Policy and Government Services teams to provide oversight and expert analysis of key policy, legislative and business initiatives across government and within The National Archives, particularly in relation to data and digital information policy. The Private Secretary also collaborates with colleagues in the Archives Sector Leadership team, ensuring that the Chief Executive is well briefed on issues impacting the archives sector.

The Private Secretary prepares briefings for the Chief Executive and writes speeches and speaking notes for his external engagements, working closely with the Media and wider Public Engagement teams.

This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

Application Process:

• Interview: there will be a 2 stage interview process, and interviews will be held on site. The 1st stage interview will include a written test.

• Personal Statement: We ask all applicants to submit work history details and a personal statement, not exceeding 1200 words

Selection for interview will be based on the ‘essential’ requirements in the job description below so please ensure that your application demonstrates in detail how you meet these requirements.

If we receive a large number of applications candidates will initially be assessed on the following criteria:

• Excellent written and verbal communication skills, including the ability to present complex information concisely and with good attention to detail

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please visit the Civil Service Careers website where you can find further information on the use of AI in the application guidance section.

SC clearance/willingness to obtain SC clearance will be required for this role. This requires candidates to have been resident in the UK for at least the past five years. Please do not apply if you have been resident in the UK for less than five years as your application will be rejected.

We are unable to offer sponsorship for this role.

Job Description

Role and Responsibilities

• Build strong relationships and strategic partnerships with government departments (including ministerial offices and sponsors within the Department for Digital, Culture, Media and Sport), and with external stakeholders
• Produce high-quality written briefings for the Chief Executive, and draft submissions for ministers on behalf of The National Archives
• Respond effectively and promptly to parliamentary questions, and ministerial and non-ministerial correspondence
• Position The National Archives as a key player in data and digital information management, and associated policy areas, across HM Government, and represent The National Archives at meetings or events with other government departments and external (including archives sector) stakeholders as appropriate
• Support the delivery of high-profile events, visits, and stakeholder engagements, providing briefing and (when required) speaking notes or presentations
• Develop strong relationships and a good understanding of the work of different teams around the organisation, to support the delivery of policies/projects/programmes across multiple teams and to inform advice and briefing for the Chief Executive
• Provide expert advice to colleagues on government-facing, policy, and executive-level issues
• Contribute to the smooth running of the Chief Executive’s Office team and provide support to colleagues as required, including deputising for the Head of Chief Executive’s Office

 

Working Conditions

• Normal office environment
• Display Screen Equipment user

 

Person Specification

Essential criteria:

• Excellent written and verbal communication skills, including the ability to present complex information concisely and with good attention to detail
• Proven ability to build strong trust-based relationships with senior stakeholders using diplomacy, tact and understanding of others’ priorities to achieve common goals
• Sound political judgement, with the ability to identify the different needs and agendas of different stakeholders and adapt your approach accordingly
• Good analysis, problem solving and project management skills, able to work on own initiative on complex issues and deliver high-quality products to tight deadlines
• Good knowledge of the workings of Parliament and/or government
• An understanding of the strategic issues facing The National Archives, and the environment in which the organisation operates
• A high level of integrity and confidentiality and a proven ability to deal with sensitive material

Desirable criteria:

• Experience of working within a private office environment

• Experience preparing speeches and presentations for a senior executive

 

Other Requirements

• A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site.

The Civil Service is committed to attract, retain and invest in talent wherever it is
found. To learn more please see the Civil Service People Plan and the Civil Service
D&I Strategy.

Benefits 

 

Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development.  Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.

 

Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at  https://www.childcarechoices.gov.uk/ (opens in new window)

Reasonable adjustments

 

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 

If you need a change to be made so that you can make your application, you should: 

• Contact The National Archives via [email protected] as soon as possible before the closing date to discuss your needs 

• Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional

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

 

Security 

 

Successful candidates must pass a disclosure and barring security check. 

People working with government assets must complete basic personnel security standard checks (opens in new window)

 

Nationality requirements 

 

This job is broadly open to the following groups: 

• UK nationals

• nationals of the Republic of Ireland

• nationals of Commonwealth countries who have the right to work in the UK

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in new window)

 

Working for the Civil Service

 

The Civil Service Code  (opens in new window) 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. (opens in new window) 

 

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. 

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy. 

 

This vacancy is part of the Great Place to Work for Veterans initiative. (opens in new window)

 

Contact point for applicants:

• Name: The National Archives Recruitment Team 

• Email: [email protected] 

 

Further information 

 

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact The National Archives via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission at https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/ (opens in new window)