Details Reference number 354017 Salary £24,985 A Civil Service Pension with an employer contribution of 28.97% GBP Job grade Administrative Officer Contract type Permanent Business area MOD - Defence Infrastructure Organisation - Regional Delivery South West & RFCA Type of role Administration / Corporate Support Operational Delivery Property Working pattern Flexible working, Full-time Number of jobs available 1 Contents * Location * About the job * Benefits * Things you need to know * Apply and further information Location 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. View our YouTube video to see more about our work. 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 £7,238 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. 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. Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience. Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit. Applications will be sifted on all Success Profile elements, plus Job History and Personal Statement (500 words) Candidates will be required to provide CV details to include job history; qualification details and previous skills 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 application you will be assessed against the following: * Behaviours: * Working Together * Communicating and Influencing * Experience: * Job History * Personal Statement At interview you will be assessed against the above along with the following: * Behaviours: * Delivering at Pace * Leadership Application sifting is expected to take place during week commencing 16 September 2024. Interviews are currently expected to take place via in person at Marlborough Lines, Andover and to be conducted during week commencing week commencing 30 September 2024. A minimum of 2 full working days notice will be provided for interviews. We endeavour to stick to these dates, but these are subject to change around business needs. To assist with your application please find attached below: 1. DIO Candidate Information Guide 2. DIO Candidate Information Guide (Accessible version) 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 into 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. The role currently being advertised has not been assessed as business critical and 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 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