DNO-WHG Executive Assistant

Do you want to be at the heart of real Defence issues and play a key role in the United Kingdom s (UK) national security?

Established in April 2016, the Defence Nuclear Organisation (DNO) delivers nuclear capability to deter threats and protect our nation.

The DNO oversees all defence nuclear business (excluding operations) and is responsible for providing nuclear deterrence; sponsoring the Defence Nuclear Enterprise (all the organisations, programmes and people that sustain the UK s nuclear deterrent); and advising on UK nuclear policy, planning and international co-operation on nuclear matters.

The UK s independent nuclear deterrent has existed for over 60 years to deter the most extreme threats to our national security and way of life, and that of our NATO Allies. To ensure that we have a credible and capable nuclear deterrent for as long as the security situation requires, we are building four new nuclear armed submarines known as the Dreadnought Class and replacing our nuclear warheads. These renewal programmes will utilise world-leading technology and are a showcase in science and engineering, highlighting the prowess of British industry.

Here at DNO we strongly believe that diversity and inclusion is not only the right thing to do but is also essential for a thriving and successful organisation. We know that diverse teams bring a wide range of perspectives, experiences and ideas, which lead to better decision-making, creativity and innovation. We have a culture where differences are celebrated and our people feel supported, included and empowered. Join us and be part of an organisation that truly values diversity and inclusion and makes a positive impact on the world.

As an Executive Assistant (EA) in the Defence Nuclear Enterprise (DNE), you will be based in either MOD Main Building (London), Aldermaston (Atomic Weapons Establishment) Reading or Abbey Wood Bristol, with travel to London when required. This role will require in office attendance a minimum of three days per week, however due to the nature of the work more frequent office attendance will be required.

The clearance level for this role is Developed Vetted (DV), all candidates must be willing to undergo all necessary clearance checks to be considered.

This position does not have any line management responsibilities

This post is advertised at 37 hours per week., Following a restructure and growth in the Defence Nuclear Organisation (DNO), we are recruiting for multiple Executive Assistant (EA) positions in DNE to assist our directors with managing their portfolios and diaries. These roles are high-profile, exciting opportunities in a busy office at the heart of the DNO. The ideal candidate will have experience in Private Office and/or Defence and able to build relationships and deliver in a fast-paced environment. They will need to maintain relationships beyond DNO and across the entirety of the Defence Nuclear Enterprise, which includes DNO s Arms-Length Bodies, Executive Agencies and industry partners.

This opportunity will enable the right candidate to gain invaluable experience working at the heart of a busy and high-profile business area, engaging a range of stakeholders on a critically important portfolio. The directors in DNE have busy roles and are responsible for several high-profile programmes. As a director s EA, you will work closely with them to manage the diary, logistics and liaise with their senior leadership and senior leaders in AWE to ensure key meetings are scheduled in. The successful candidate will need to be adaptable, comfortable with uncertainty and resilient to change.

The directors responsibilities also involve working closely with industry partners and as such you will be required to establish relationships outside of government. Their portfolios also include extensive work with other departments across the Government. You will be required to make decisions and lead on proactive management of the diary, balancing routine business meetings and ensuring key stakeholder engagements are scheduled. Interpersonal skills are essential and ensuring the Private office is aware of emergent issues by taking a proactive approach. You will also be encouraged to play a role in other activities across the organisation aligned with your interests and career progression.

We are a diverse team of both civil servants and military personnel, with varied professional backgrounds including policy, project delivery, and science.

Responsibilities include:

• Providing day to day support to senior officials.

• Managing and owning the Director s / Deputy Director s diary; arranging and de-conflicting meetings in line with the Director s needs; researching and booking travel options within MOD policy and assembling and organising the Director s briefing materials.

• Liaising with stakeholders across MOD, government, academia, and industry.

• Providing office management services including, room bookings, visitor management (booking and escorting), reprographics and logistics requests.

• Given the high number of requests, this role works closely with colleagues across the DNO to maintain a well organised schedule, adapting as priorities change.

You will work closely with seniors but be part of a wider DNO private office team of friendly and supportive colleagues. DNO is a welcoming environment committed to ensuring that individuals development needs are met. As well as formal Learning & Development offered through DNO, a key benefit of this role is the platform and opportunity it provides to get involved in issues across defence nuclear and to craft it to meet your interests.

• Due to security constraints, this post is exempt from hybrid working requests. Requests for flexible and condensed working patterns can be considered but may be limited. Candidates should consider this and must discuss with recruiting line manager before submitting an application., We’ll assess you against these behaviours during the selection process:

• Seeing the Big Picture

• Leadership

• Managing a Quality Service

• Delivering at Pace, Please note that not following the appropriate format will mean that you may be unable to reach the required grades for sift or interview

Candidates will be required to complete an online CV template to include job history, full details of education and qualifications and previous experiences and skills. Please also include any relevant responsibilities and achievements.

At sift you will be assessed against the following:

o Seeing the Big Picture

o Leadership

o Managing a Quality Service

o Delivering at Pace

If a large number of applications are received then the initial sift will be based on the lead behaviour of Seeing the Big Picture only. However, evidence should be provided against all behaviours requested.

At interview you will be assessed against the following :

o Seeing the Big Picture

o Leadership

o Managing a Quality Service

o Delivering at Pace

Candidates who are found to meet an acceptable standard at interview but are not successful in one of the advertised posts may be considered for similar roles within the Business Unit.

The requirements for the role have been bench marked and these will be used to sift all candidates, with those meeting the minimum requirements invited to interview.

You have 250 words to answer each Behaviour (competency style).

Interviews will be conducted over Microsoft Teams

Nationality Requirements – Further Information for Candidates

1. This post is classed as Reserved as per Civil Service Nationality Rules Section 3. In accordance with these rules, only UK nationals may be employed in reserved posts in the Civil Service [1] (Paragraph. 3.1).

UK National Definition

1. The definition of a UK National can be found at Paragraphs. 1.4-1.8 of the Civil Service Nationality Rules.

Dual Nationals

1. As per Paragraph. 1.43 of the Civil Service Nationality Rules:

a) Candidates with dual nationality are in principle eligible for employment in the Civil Service provided that they meet the requirements in relation to one of their nationalities [i.e. UK National]. They may not be eligible, however, for employment in certain reserved posts where additional nationality requirements are imposed.

Additional Restrictions for Reserved Posts

1. As per Paragraphs. 3.10-3.11 of the Civil Service Nationality Rules:

a) Departments and agencies are entitled to impose additional requirements in reserved posts if this is considered necessary. This could include, for example, requirements as to the residency of the applicant or the nationality of one or both parents of the applicant.

5,As the post holder will have access to very sensitive information, there are limitations on travelling to a small number of countries and we will undertake additional security checks as part of the recruitment process. Applications from candidates with close connections to certain countries may take considerably longer to process or, in some cases, result in a withdrawal of an offer of employment. Further details will be provided at the conditional offer stage.

[1] Irish nationals and Commonwealth citizens are also eligible for employment in reserved posts if they were in the Civil Service at 31 May 1996 or before, or were appointed from a recruitment scheme with a closing date for receipt of applications before 1 June 1996. (Paragraph. 3.1)

You will also be expected to achieve Developed Vetting clearance, above the normal clearance level expected for the MoD.

No application can be accepted after the closing date.

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.

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 developed vetting (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.

• Has experience in an EA role, administrative or supporting a senior principal or team.

• Proactive by using different communication styles when interacting with colleagues and wider government.

• Strong interpersonal skills, both written and verbal.

• Highly organised, with excellent time management, attention to detail and ability to react to a changing schedule.

• Ability to stay calm under pressure, and flex priorities and prioritise work and the diary effectively to meet deadlines.

• Understanding of and ability to provide high levels of customer service to internal and external stakeholders.

• Enjoy working in a rapidly changing area, quickly responding to emerging issues.

• Proficiency with Microsoft Office 365.

Desirable:

• Prior experience of providing a professional and comprehensive Executive Assistant service to senior officials and/or ministers.

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.

We truly believe that the MOD is a great place to work, and we offer a unique employee experience. We want to ensure that every single employee feels appreciated & fairly rewarded and offer the following additional benefits:

• Learning and development tailored to your role and broader skill development, enabling you to build a long-term career in your chosen area. Where appropriate there will be offers of training under our apprenticeship schemes.

• An environment with flexible working options

• A culture encouraging inclusion and diversity

• 25 days annual leave rising to 30 days upon completion of 5 years service

• On-site Gym (depending on site)

• Cycle Loan (Advance on Salary)

• Thank You Scheme

• Defence Sports & Recreational Association (DSRA)

• Defence Discount Service

• On-site Nursery (depending on site)

o A Civil Service pension with an employer contribution of 28.97%

Please note: Expenses incurred for travel to interviews will not be reimbursed.

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.

o Email : DNO-externalreruiting@mod.gov.uk

Recruitment team

o Email : DBSCivPers-ResourcingTeam3@mod.gov.uk, 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.