DIO Corporate Operations Personal Assistant

Do you want to work for the Defence Infrastructure Organisation (DIO) and play a key role in keeping our country safe through caring for the Defence estate and those that depend on it? DIO manages the Defence estate, one of the UK's largest and most diverse property portfolios, enabling the armed forces and Defence civilians to live, work, train and deploy. From net carbon-zero accommodation to runways for the F35 fighter jets, our outputs are unique in the UK and across the globe!

The Corporate Operations Directorate is a critical enabler in helping the DIO maximise the delivery of military capability through infrastructure. Our people protect the organisation and its people, enable the delivery of quality outputs more quickly and efficiently, and improve the DIO as a place to work. The Directorate brings together the professional expertise of DIO's Business Improvement, Corporate Affairs, Governance & Risk, Finance and People functions. The function is c300 strong, with personnel split over a number of locations.

This is an opportunity to work hand in hand with Senior Leaders and make a real difference to their effectiveness and well-being. The Corporate Operations PA role is part of a small, encouraging and friendly team providing business management support to the Corporate Operations Director, their Senior Leadership Team (SLT) and Directorate staff. We’re here to help make things run smoothly and enable work to be approached in a consistent, planned, more efficient and proactive way. The PA role provides direct high quality secretarial and administrative support to members of the Corporate Operations SLT, helping them to be organised, focused on priorities, and using their time to best effect in order to deliver their objectives.

The PA will work as part of a small team delivering a high-quality service, demonstrating the ability to work independently. The successful candidate will:

• Be comfortable and experienced in working in a fast paced environment, working to tight deadlines.
• Maximise their Principal's time via effective diary management.
• Take responsibility for prioritising work to deliver results, ensuring deadlines are met.
• Provide support to the Corporate Operations Senior Leadership Team.
• Some travel may be required as part of this role to attend various meetings and Team events within the UK, but this is flexible.

A flavour of what the successful candidate will be expected to carry out as part of their daily duties is listed below:

• Diary and Inbox Management - proactively manage and maintain the diary ensuring it is kept up to date and any conflicts are resolved promptly, arrange meetings/visits, arrange deputies to cover meetings, ensure all necessary information/papers are provided for meetings including the commission of briefings, triage incoming email for deadlines and necessary action/information, ensuring Senior Leadership Team (SLT) member is informed of priority/urgent matters, build and maintain relationships with other outer offices, understand SLT priorities and key stakeholders.
• Records Management - Maintain outlook file structure and filing of email, regularly review the inbox to file/delete email traffic, organise Sharepoint sites and filing structures.
• Travel arrangements - Arrange and coordinate travel arrangements in line with current policy, organise access to sites in line with local process, support any site/room bookings or other arrangements for visitors.
• Admin Support - Carry out varying admin tasks for the SLT as required.
• Broader business management support - Provide cover for other Corporate Operations PAs, provide logistical support for team events, provide knowledge/advice and best practice to ensure consistency.

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

Essential:

• Highly organised and ability to work independently.
• Able to prioritise and manage time ensuring deadlines are met.
• Excellent communications skills, both written and oral.
• Experience of managing and developing relationships with internal and external stakeholders.
• Proficient user of the Microsoft suite of packages particularly Teams, Outlook, OneNote, Word, Excel, and PowerPoint.

Desirable:

• Experience of working in outer offices or similar experience supporting Senior Civil Servant/Director Level.

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience. Candidates will be required to provide a Personal Statement (750 words max) detailing how you meet the essential criteria. At sift, you will be assessed against your CV, Personal Statement and the following Behaviour: Communicating and Influencing. 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 interview, you will be assessed against the following Behaviours: Communicating and Influencing, Delivering at Pace, Making Effective Decisions. Interviews will be conducted via Teams.

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.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.