Job Title : Private Secretary to Director Regional Delivery
Company Name: UK Ministry of Defence
Job Details: Private Secretary to Director Regional Delivery | UK Ministry of Defence
17-22 minutes
About the job
DIO HQ, DMS Whittington, Lichfield
Job Summary
Regional Delivery (RD)
RD is a large, complex and geographically dispersed operation within the DIO covering circa. 58,000 assets, across over 500 sites and 275,000 Ha of freehold and leasehold estate in the UK and a further 580,000 Ha overseas; with a multitude of £multi-million contracts to manage. We deliver soft and hard FM services – building, maintaining, and servicing – across the majority of MODs built assets in the UK and overseas; hard and soft FM services across MODs Training Estate, including feeding, accommodation, range bookings, targetry support, management of the rural training estate and tenanted estates; administration of UK and Overseas utility contracts, bill payments, and recoveries; and management of the USVF Built Estate comprising c.4503 assets.
The Centre of Excellence (CoE)
The CoE allows Regions to focus on Regional responsibilities by leveraging knowledge from across Regional Delivery and DIO supporting functions to develop better solutions. It is responsible for cross-cutting activities across our customers and will deliver a programmatic approach to provide enhanced support. It embeds more agile ways of working, develops lean processes and supports defining and realising continuous improvement opportunities. The CoE works across multiple stakeholders to gain insight, share and implement considered Learning from Experience, provide consistent and coherent advice and strategic direction.
Summary of the Role
The post holder will directly support DRD as their Private Secretary by providing secretarial and administrative support to the Director and wider CoE functions. The role will be responsible for the operational day to day office management function, ensuring quality, effectiveness and efficiency of service is provided to DRD and wider RD as required. This involves working closely with Regional Delivery (RD) Business Heads and wider DIO business areas to ensure that DRD is fully supported in fulfilling their responsibilities to the Chief Executive.
The portfolio of activities for this role will be highly challenging & varied over time and will need to respond to changing priorities.
This position is advertised at 37 hours per week.
Job Description
Efficiently manage the Directors time through prioritisation of work and understanding of RD Directorate drivers.
Monitor and manage the Directors incoming correspondence including email, taking action as required in support of timelines
Create and provide clear, prioritised plans which meet the needs of the Director, the customer and the business; Manage expectations of customers and keep colleagues and stakeholders fully informed of plans, scope and progress regarding specific areas of work
Support in the production of papers, briefs and presentations required for the Director’s key meetings
Identify common problems that impact quality, effectiveness and or efficiency of service experienced by or provided by the Director; Investigate, escalate and propose options to resolve to the Director
Recording accurate Records and Actions from the required RD and CoE internal boards, adhering to best practice for the management of boards.
Accurate and effective tracking of actions for required boards, assessing if actions meet requirements and providing briefs to the chair on the progress of actions as required.
Support in preparation of meeting papers for relevant boards, ensuring all input is received in a timely manner and distributed to attendees.
Support activity in relation to People policy and process across RD when required (e.g. talent management/succession planning, PAR process and new initiatives) ensuring a consistent approach across RD and wider DIO
Support in the production of DRD communications in keeping with the style of the Director, ensuring all communications distributed are accurate and built on factual points.
Influence and support the Regional Delivery 1* Heads to complete actions and fulfil their responsibilities to the DRD
Ensure consistency in communications and engagement between the DRD and CoE offices.
Leadership and management of the RD PA Network
Responsible for liaising and engaging with MOD senior staff outer offices on forward programmes and plans
Support the Business Support Manager with the management of the 1* performance reporting packs, ensuring consistency and raising concerns to the Business Support Manager where required.
Conduct Tier 3 Audit checks on Hd CoE band B direct reports
Provide support to Hd CoE in the management of required Boards, ensuring adherence to best practice and alignment with CoE priorities.
Act as an interface between the Hd CoE and DRD office to ensure alignment of activity and priorities
Any other duties required for Hd CoE at HEO level
Efficiently manage the Directors time through prioritisation of work and understanding of RD Directorate drivers.
Monitor and manage the Directors incoming correspondence including email, taking action as required in support of timelines
Create and provide clear, prioritised plans which meet the needs of the Director, the customer and the business; Manage expectations of customers and keep colleagues and stakeholders fully informed of plans, scope and progress regarding specific areas of work
Support in the production of papers, briefs and presentations required for the Director’s key meetings
Identify common problems that impact quality, effectiveness and or efficiency of service experienced by or provided by the Director; Investigate, escalate and propose options to resolve to the Director
Recording accurate Records and Actions from the required RD and CoE internal boards, adhering to best practice for the management of boards.
Accurate and effective tracking of actions for required boards, assessing if actions meet requirements and providing briefs to the chair on the progress of actions as required.
Support in preparation of meeting papers for relevant boards, ensuring all input is received in a timely manner and distributed to attendees.
Support activity in relation to People policy and process across RD when required (e.g. talent management/succession planning, PAR process and new initiatives) ensuring a consistent approach across RD and wider DIO
Support in the production of DRD communications in keeping with the style of the Director, ensuring all communications distributed are accurate and built on factual points.
Influence and support the Regional Delivery 1* Heads to complete actions and fulfil their responsibilities to the DRD
Ensure consistency in communications and engagement between the DRD and CoE offices.
Leadership and management of the RD PA Network
Responsible for liaising and engaging with MOD senior staff outer offices on forward programmes and plans
Support the Business Support Manager with the management of the 1* performance reporting packs, ensuring consistency and raising concerns to the Business Support Manager where required.
Conduct Tier 3 Audit checks on Hd CoE band B direct reports
Provide support to Hd CoE in the management of required Boards, ensuring adherence to best practice and alignment with CoE priorities.
Act as an interface between the Hd CoE and DRD office to ensure alignment of activity and priorities
Any other duties required for Hd CoE at HEO level
Person specification
Essential Skills
Excellent communications skills, both written and oral
Experience of managing and developing relationships with internal and external stakeholders
Previous experience of working in an outer office
Desirable Skills
Knowledge and use of the Microsoft suite of packages particularly Outlook, Word, Excel, and PowerPoint
Behaviours
We’ll assess you against these behaviours during the selection process:
Communicating and Influencing
Leadership
Managing a Quality Service
Making Effective Decisions
We only ask for evidence of these behaviours on your application form:
Communicating and Influencing
Leadership
Technical skills
We’ll assess you against these technical skills during the selection process:
Supporting the Principal – Practitioner Level
Diary Management – Practitioner Level
Office Management – Practitioner Level
Alongside your salary of £36,530, Ministry of Defence contributes £10,582 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 employer contribution of 28.97% 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 (move of home, excess fares or temporary transfer). Non Standard move applicants will be eligible for the full package, subject to eligibility.
Please Note: Expenses incurred for travel to interviews will not be reimbursed.
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 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 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.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.
At Sift, You Will Be Assessed Against The Following
Behaviour
Communicating and Influencing
Leadership
Experience
Candidates will be required to provide CV details to include job history and previous skills and experience.
Candidates will be required to provide a statement of suitability (500 words) |
Country: United Kingdom
