Executive Officer in Lichfield

Working Pattern: Full time, Job Share

Contract Type: Permanent

Location: DMS Whittington, Lichfield, Staffordshire, WS14 9PY

Job description for Executive Assistant

Are you organised, proactive and enjoy supporting a busy team to achieve great results?

You’ll provide high-quality executive, secretarial and administrative support to the Director of Accommodation while coordinating the day-to-day business management of the function. You'll play a key role in ensuring services are delivered efficiently and professionally, helping to maintain the reputation and external profile of the Accommodation function. Working closely with senior leaders and stakeholders, you'll also provide secretariat support and contribute to the wider Executive Support Team, helping to ensure the smooth and effective running of the business.

What you’ll be doing

Provide proactive administrative and executive support to a Senior Official, including diary management, meeting coordination, travel arrangements, and correspondence management.

Ensure actions are tracked and followed up, information is shared appropriately, and administrative processes such as travel, subsistence and flexible working claims are completed accurately.

Deliver high-quality secretariat support by preparing correspondence, gathering information, drafting routine responses, and producing clear records of meetings, decisions and actions.

Act as a point of contact for Freedom of Information requests and other business enquiries, coordinating timely responses where required.

Arrange cost-effective travel and accommodation in line with policy, while processing invoices and maintaining hospitality and financial records, including Government Procurement Cards and fuel cards.

Work collaboratively across the Directorate to provide a professional and customer-focused service, supporting colleagues, responding to enquiries, and assisting with visitor management and meeting arrangements.

Contribute to continuous improvement by identifying opportunities to enhance processes, share good practice, and improve the overall service provided to customers and stakeholders.

Person specification

We’re looking for an organised and proactive individual who can confidently manage multiple competing priorities in a fast‑paced environment, ensuring tasks are delivered accurately and to deadline. You’ll have excellent written and verbal communication skills, with the ability to translate complex information into clear, concise messages and tailor your approach to a range of audiences. A collaborative and flexible team player, you’ll build positive working relationships, provide support to colleagues when needed, and respond effectively to changing business needs while maintaining a professional and customer‑focused approach.

To be successful with your application, you’ll need to show that you meet the following essential criteria:

• Experience of effectively managing multiple tasks and changing priorities, using sound judgement to ensure key activities are completed on time.
• Experience of managing and developing relationships with internal and external stakeholders.
• Demonstrable experience of using Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint and OneNote, to provide efficient administrative support and maintain accurate records and documentation.
• Excellent organisational and planning skills, with the ability to recognise opportunities for continuous improvement and streamline processes.

Whilst this role is advertised as a full-time position of 37 hours per week, we recognise the benefits of flexible working and are open to discussing job share arrangements with suitable candidates. Regular in-person attendance is required (this is expected to be approximately 60% of your working week) to promote the benefits of face‑to‑face collaboration alongside flexibility of hours to support work‑life balance and business need. Initially, you may be expected to attend more frequently to familiarise yourselves with the site, the team, and your role.

Behaviours

We’ll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Working Together
• Making Effective Decisions
• Communicating and Influencing

Alongside your salary of £30,740, Ministry of Defence contributes £8,905 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 25 days’ annual leave plus one day a year up to 30 days after five years, and eight bank holidays
• An extra day off to honour the sovereign’s birthday
• Flexible and hybrid working wherever possible to support your work‑life balance - attending site a few days each week will be required and encouraged, depending on your role and team.
• Market-leading employer pension contribution of around 28.97%
• Enhanced parental leave schemes
• Recognition awards
• Access to specialist training and funded professional qualifications
• Support for progression
• Huge range of discounts plus more!

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.

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