DIO Personal Assistant Regional Delivery South West & RFCA

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Andover, South East England, SP11 8HJ

About the job

Job summary

This is an opportunity for an enthusiastic, hardworking individual in a key role within the South West Region requiring the ability to deal with sensitive matters and manage customer expectations. 

RD SW&RFCA (Reserve Forces & Cadets Associations) are responsible for effective management across the South West Region to maintain the MOD built estate while supporting our customers throughout an extensive geographical area. We are committed to the provision of appropriate Infrastructure Services, Facilities Maintenance and customer directed billable works programmes.

The Regional Support Team (RST) is looking for the right person to enable the delivery of successful outcomes as part of a team ensuring that DIO meet the high standards expected of a government body, responsible for ensuring adherence and conformity with all agreed DIO, MOD and government processes and procedures.

The role provides secretarial and administrative services in direct support of SCS1. The RD SW & RFCA Head Personal Assistant is responsible for ensuring an efficient administrative support service is provided to the Regional Head to enable delivery of departmental goals; ensuring that all activity conforms with all agreed DIO TLB processes and operating procedures, and particularly those which are detailed under the key infrastructure process for providing an efficient administrative support service.

The role has wide ranging requirements with plenty to engage your interest! Interactions across DIO, Industry and wider Government will be an important aspect utilising your communication skills effectively. 

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The post advertised is for 37 hours net, however the Ministry of Defence offers a range of flexibilities to enable a better work-life balance for employees. Flexible working patterns will be considered. The objectives of the role cannot be delivered within reduced hours or through job share, the role entails focused management support to a high volume of outputs which entails a consistent and rapid turnaround including facilitation of challenging stakeholder management with diverse customers requiring a single point of contact full time.

Job description

Proactively manage work tasks through clear and effective direction; supporting and participating in a culture of continuous improvement.

Providing support to maintain all DIO Business as Usual Operational Requirements & respond effectively to assist management requests to support changing departmental priorities.

Responsibilities include:

• Provide secretarial and administrative services in direct support of SCS1
• Day to day management of diary and calendar using Outlook, dealing with any scheduling conflicts
• Organise and book rooms for meetings, book all accommodation and travel using prescribed tools
• Prepare daily packs and briefs either hard copy or using OneNote
• Support SW Grade 6s where required
• Assist in the organising of Regional wide events on behalf of SCS 1*
• Develop a strong network across DIO PAs and SW RST to support Admin Services where appropriate
• Ensure SCS1 administration adheres to all MOD policies
• Manage visitors and office environment on behalf of SCS1
• Develop self and others by ensuring SCS1 and PA role complete all mandated and required training

Act as an engagement champion, working with the RST Assistant Head and People Team on the people survey in order to increase workforce engagement across the Region.

Encourage a working culture which promotes a healthy, safe and inclusive environment. Prioritising people’s development and supporting smart ways of working. Building strong collaborative, professional working relationships with colleagues and other teams across DIO & the wider MOD, to provide the continued level of support needed across a diverse estate in support of Defence.

Occasional travel will be required.

Person specification

Essential:

Demonstrable skills in providing effective administrative support

The ability to manage outputs through IT and digitised solutions including use of Microsoft Office Applications (Outlook, Excel, OneNote, Teams etc) 

Adaptability to manage changing priorities and tight deadlines

Ability to work on your own initiative within a wide ranging but structured environment

Desirable:

Hold a full UK driving licence

Experience of the MOD

Previous Personal Assistant role

Behaviours

We’ll assess you against these behaviours during the selection process:

• Working Together
• Communicating and Influencing
• Delivering at Pace
• Leadership

We only ask for evidence of these behaviours on your application form:

• Working Together
• Communicating and Influencing

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £6,745 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
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%
• The opportunity to join one of our several D&I Networks. We value diversity and are committed to being an equal opportunities employer.
• 25 days annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.
• Enhanced Parental Leave.
• Most sites have free car parking, Sports & Social Clubs, Gym, on site shops and subsidised canteens.

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 Notice sets out how we will use your personal data and your rights.

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.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Claire Jenkins
• Email : [email protected]
• Telephone : 07999 931 200

Recruitment team

• Email : [email protected]

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: , Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email:

[email protected].

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