Director Submarines Personal Assistant

Contents

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

Portsmouth, South East England, PO2 8BY

About the job

Job summary

Director Submarines is the lead for In-Service Submarines within Navy Command. The Submarine Directorate is an exciting area within Navy and the Director will be engaged with a wide range of activities at all levels of Defence, UK Government and International Partners. Navy Command Headquarters (NCHQ) is the nerve centre of the Naval Service. It supports operations around the globe and provides the ships, people, aircraft and equipment to deliver the UK’s defence policy. In Navy Command, our civil servants work alongside their military colleagues in jobs that matter; jobs which often have a direct impact on the quality of the operational capabilities we deliver.

In delivery of a sustainable submarine service, Director SM is enabled by multiple stakeholders across Navy Command, the Submarine Delivery Agency, the Defence Nuclear Organisation and the Defence Infrastructure Organisation. The Business Support role is to co-ordinate the day-to-day administrative support for Director SM. This is to include the scheduling of meetings, arrangement of T&S and various administrative duties.

The successful incumbent must be able to work as part of a small and dynamic team whilst being adaptable to short-notice requests and changes in programme as dictated by Director SM and other offices of 1*s and above. The role requires a confident team player to take charge of situations, people and decisions to effectively manage the Director SM programme and provide outer office cover during core business hours and be flexible to cover emergent requirements.

The Personal Assistant will co-ordinate the day-to-day administrative support for Director Submarines. This is to include the scheduling of meetings, arrangement of travel, booking meeting rooms and facilities and various other administrative duties. 

This position is advertised at 37 hours per week. 

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:

• 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. 

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 : Emma Barry
• Email : Emma.Barry101@mod.gov.uk

Recruitment team

• Email : DBSCivPers-ResourcingTeam3@mod.gov.uk

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:

info@csc.gov.uk.

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