Defence Infrastructure Organisation
Director Submarines Personal Assistant
Job Location
UK, United Kingdom
Job Description
Specific responsibilities
Diary Management. To be the single point of contact for the management of Director Submarines time, using Microsoft Outlook 365 diary. The Personal Assistant (PA) is to respond to meeting requests from other stakeholders (internal and external); organise and schedule meetings required by Director Submarines and maintain an up-to-date diary, responding as required to short notice changes. The PA is to lead weekly diary meetings and work with Director Submarines to ensure maximal efficiency of their time including intelligent sequencing of meetings and allocation of preparation time. They will prioritise commitments on behalf of the Director. The PA will proactively deconflict meetings in the Directors diary, taking decisions aligned to business priorities, and ensure alternative arrangements are made where necessary. Where it is agreed a deputy will attend a meeting on behalf of the Director, the PA will arrange for the deputy to attend and ensure the deputy has the necessary papers to support their attendance at the meeting.
Correspondence. To act as the primary point of contact for all incoming and outgoing Director Submarines related correspondence, and will have primary responsibility for the Multiuser inbox, escalating where required to COS / MA. The PA will prioritise correspondence and communications with stakeholders at the 2*, 3* industry and cross government level to ensure routine engagements and the receipt of any required supporting information for Director Submarines business in a timely manner to allow for preparation. The PA will ensure that correspondence is distributed to relevant personnel and filed in line with information management best practice.
Stakeholder Management. Establishing professional relationships with a range of customers and stakeholders, prioritised against Dir SM objectives. Collaborating with these to share information, resources and support. The PA will support the team in maintaining stakeholder information and contacts, and provide day to day interaction with stakeholders offices/staff.
Travel. To arrange duty domestic and international travel requirements for the Director, COS and MA using the HRG booking system and local budget control procedures.
Administrative Support. The PA is to assist with the presentation of verbal and written briefs to support Director Submarines. This may typically include compiling and preparing briefing material (up to SECRET) and preparing and setting up Microsoft Power Point presentations.
Meet and greet: Meet and greet Director Submarines visitors and escort them to and from the meeting room / building as required. Ensure visitors are booked in at reception and arrange building passes as appropriate.
Travel. The PA is to arrange duty travel requirements for the Director Submarines and the outer office team using the HRG booking system and local budget control procedures.
Meeting and Conference rooms. The PA will arrange the booking, rearrangement and cancellation of meeting and conference room facilities on behalf of Director Submarines. They will proactively ensure that meetings rooms are arranged for any meetings that are managed through the Directors calendar (i.e. Where Director Submarines is the meeting organiser). They will also liaise with colleagues to ensure the Portsmouth-end of any multi-location, directorate level meetings are managed, for example by booking secure VTC and other meeting rooms as needed.
Information Manager. To provide support to the SM Directorate Information Manager and manage the SharePoint Team Sites as they relate to Director Submarines.
Stationery Demander. To be the authorised demander for stationery.
IT. To support Director Submarines in the resolution of any IT issues and the procurement of new equipment, for example by logging service requests and liaising with helpdesks on behalf of the Director.
Person specification
Experience:
Technical:
Behaviours
We'll assess you against these behaviours during the selection process:
Benefits
Alongside your salary of 29,580, Ministry of Defence contributes 8,569 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
The post does not offer relocation expenses.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
Please Note: Expenses incurred for travel to interviews will not be reimbursed.
Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
Any move to MOD 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/ .
The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
MOD Recruitment Satisfaction Survey We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.
Things you need to know
Selection process details
This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours and Experience.
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
At sift, you will be assessed against the following:
Experience:
In the event of a high number of applicants, an initial sift will be conducted on the lead behaviour - managing a quality service.
At interview, you will be assessed against the following Success Profiles Behaviours:
The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk .
As a result of the changes to the UK immigration rules which came in to effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical. This role does not meet that category and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window) .
See our vetting charter (opens in a new window) .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
Open to UK nationals only.
Working for the Civil Service
The Civil Service Code (opens in a 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 a 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.
Diversity and Inclusion
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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .
Location: UK, GB
Posted Date: 11/22/2024
Diary Management. To be the single point of contact for the management of Director Submarines time, using Microsoft Outlook 365 diary. The Personal Assistant (PA) is to respond to meeting requests from other stakeholders (internal and external); organise and schedule meetings required by Director Submarines and maintain an up-to-date diary, responding as required to short notice changes. The PA is to lead weekly diary meetings and work with Director Submarines to ensure maximal efficiency of their time including intelligent sequencing of meetings and allocation of preparation time. They will prioritise commitments on behalf of the Director. The PA will proactively deconflict meetings in the Directors diary, taking decisions aligned to business priorities, and ensure alternative arrangements are made where necessary. Where it is agreed a deputy will attend a meeting on behalf of the Director, the PA will arrange for the deputy to attend and ensure the deputy has the necessary papers to support their attendance at the meeting.
Correspondence. To act as the primary point of contact for all incoming and outgoing Director Submarines related correspondence, and will have primary responsibility for the Multiuser inbox, escalating where required to COS / MA. The PA will prioritise correspondence and communications with stakeholders at the 2*, 3* industry and cross government level to ensure routine engagements and the receipt of any required supporting information for Director Submarines business in a timely manner to allow for preparation. The PA will ensure that correspondence is distributed to relevant personnel and filed in line with information management best practice.
Stakeholder Management. Establishing professional relationships with a range of customers and stakeholders, prioritised against Dir SM objectives. Collaborating with these to share information, resources and support. The PA will support the team in maintaining stakeholder information and contacts, and provide day to day interaction with stakeholders offices/staff.
Travel. To arrange duty domestic and international travel requirements for the Director, COS and MA using the HRG booking system and local budget control procedures.
Administrative Support. The PA is to assist with the presentation of verbal and written briefs to support Director Submarines. This may typically include compiling and preparing briefing material (up to SECRET) and preparing and setting up Microsoft Power Point presentations.
Meet and greet: Meet and greet Director Submarines visitors and escort them to and from the meeting room / building as required. Ensure visitors are booked in at reception and arrange building passes as appropriate.
Travel. The PA is to arrange duty travel requirements for the Director Submarines and the outer office team using the HRG booking system and local budget control procedures.
Meeting and Conference rooms. The PA will arrange the booking, rearrangement and cancellation of meeting and conference room facilities on behalf of Director Submarines. They will proactively ensure that meetings rooms are arranged for any meetings that are managed through the Directors calendar (i.e. Where Director Submarines is the meeting organiser). They will also liaise with colleagues to ensure the Portsmouth-end of any multi-location, directorate level meetings are managed, for example by booking secure VTC and other meeting rooms as needed.
Information Manager. To provide support to the SM Directorate Information Manager and manage the SharePoint Team Sites as they relate to Director Submarines.
Stationery Demander. To be the authorised demander for stationery.
IT. To support Director Submarines in the resolution of any IT issues and the procurement of new equipment, for example by logging service requests and liaising with helpdesks on behalf of the Director.
Person specification
Experience:
- Previous experience in administrative roles - desirable.
- Previous experience of providing diary management and administrative support for SCS/Senior Military colleagues - desirable.
Technical:
- IT skills required for the use of Outlook 365 desirable.
- Ability to set-up and use VTC - desirable.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Working Together
- Delivering at Pace
- Changing and Improving
Benefits
Alongside your salary of 29,580, Ministry of Defence contributes 8,569 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
- Learning and development tailored to your role, including apprenticeship opportunities
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
- 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years' service
- Enhanced parental and adoption leave
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
The post does not offer relocation expenses.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
Please Note: Expenses incurred for travel to interviews will not be reimbursed.
Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
Any move to MOD 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/ .
The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
MOD Recruitment Satisfaction Survey We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.
Things you need to know
Selection process details
This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours and Experience.
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
At sift, you will be assessed against the following:
Experience:
- A CV; details to include your job history and previous skills and experience.
- Candidates will be required to provide a statement of suitability (max 750 words).
- A max 250 word statement written in STAR format on the following Success profile behaviours:
- Managing a Quality Service - lead
- Communicating and influencing
- Working together
- Delivering at pace
- Changing and Improving
In the event of a high number of applicants, an initial sift will be conducted on the lead behaviour - managing a quality service.
At interview, you will be assessed against the following Success Profiles Behaviours:
- Communicating and influencing
- Working together
- Delivering at pace
- Managing a Quality Service
- Changing and Improving
The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk .
As a result of the changes to the UK immigration rules which came in to effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical. This role does not meet that category and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window) .
See our vetting charter (opens in a new window) .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
Open to UK nationals only.
Working for the Civil Service
The Civil Service Code (opens in a 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 a 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.
Diversity and Inclusion
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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .
Location: UK, GB
Posted Date: 11/22/2024
Contact Information
| Contact | Human Resources Defence Infrastructure Organisation |
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