UK Ministry of Defence
Executive Assistant to Head of Devonport Submarine Infrastructure
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HMNB Devonport, Plymouth, PL2 2BG
Job Summary
The Submarine Delivery Agency (SDA) is a part of the Ministry of Defence responsible for the procurement, in-service support, and disposal of the UK’s nuclear submarines. Our work is of unparalleled strategic importance nationally and internationally, ensuring the security of the UK’s continuous at-sea nuclear deterrent (CASD), and delivering some of the most technically complex programmes in defence. At least one of four nuclear-armed submarines, supported by smaller attack submarines, is on patrol at all times: 24 hours a day, 365 days a year.
At the SDA, we strive to Support, Deliver and Aspire and put our values at the heart of our recruitment process. We believe that everyone should feel comfortable to be themselves and be supported to do their best work. As part of a diverse and inclusive workforce, our team will find a community to belong to. We believe that, by celebrating different backgrounds and different perspectives, together we’ll achieve the extraordinary.
This position is advertised at 37 hours per week.
The primary delivery location for this position is HMNB Devonport.
Please note, due to the level of security, this role is reserved for UK nationals only.
Job Description
The Submarine Delivery Agency (SDA) are looking for an Executive Assistant to join the Devonport Submarine Infrastructure team in Devonport, Plymouth. This newly established team focussed on for delivering a multi-billion-pound portfolio (circa £4 billion over the next 10 years) of critical infrastructure programmes and projects that underpin maintenance of Royal Navy submarines at Devonport.
As an Executive Assistant, you will provide effective high-quality secretarial support, office management and administration to ensure that the Team Leader conducts their business as efficiently as possible.
This role will stretch your communication skills, ability to manage multiple priorities at pace, problem solving ability, decision making and management of resources whilst working autonomously.
Being an Executive Assistant requires confidence, the ability to manage relationships, including working with a range of stakeholders to the SDA, the wider Ministry of Defence (MOD) and Defence Nuclear Enterprise, and Babcock as the teams' primary industrial partner.
You will be welcomed into a supportive environment where you will be encouraged to develop the skills and confidence you need to be a successful Executive Assistant and build your career with the SDA.
This position is based within the Devonport Submarine Infrastructure team, but also provides support to a second Team Leader position at Devonport, for the Submarine Support Alliance team. This Executive Assistant role splits time between supporting both Team Leaders on a day to day basis.
Please note, due to nature of the role that whilst some working from home may be permitted, being in the office will be a regular occurrence and will be dependent on the senior civil servants you support.
What You'll Be Doing:
- Manage the principals' diary in an effective and confidential manner. Organise meetings, book venues including checking security clearance of visitors. In addition, if necessary, organising refreshments and equipment.
- With direction and guidance, prepare accurate meeting materials on time; including agendas, printing and flagging briefing packs and presentations.
- Managing the 'Bring Forward system' and tracking delegated work by prioritising incoming mail, keeping track of the principals’ tasks, actions and deadlines, delegating actions and tasks where necessary.
- Manage the logistics of meetings and visits, including travel and accommodation.
- Conduct accurate and efficient information management tasks such as filing, expenses and time recording.
- By exception and where appropriate attend meetings with the principal to record minutes and actions.
- Manage other administrative tasks, such as drafting Business Cases to procure office equipment.
- Carry out other reactive ad hoc tasks as required by the principals.
- Establish and maintain stakeholder networks across the principals' business contacts and work colleagues (internal and external to SDA).
- Work with the principals to understand their needs and objectives to build a cohesive and efficient working relationship.
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Hybrid and flexible working can be considered for this post but will need regular workplace attendance due to security constraints. Candidates are encouraged to discuss options with the recruiting line manager before submitting an application.
If you need to contact Defence Business Services (DBS) regarding this vacancy, please indicate that your vacancy is being handled by the SDA Recruitment Team. If you experience any technical difficulties with the CS Jobs system, please contact the Support Team via the Help link.
Person Specification
For This Role, We Are Seeking The Following:
- Effective communication skills both verbal and written and proficient in grammar, spelling and punctuation.
- Demonstrable organisational skills and attention to detail.
- Demonstrable ability to identify and resolve issues quickly.
- Demonstrable administrative skills
- Ability to work independently and proactively
- Proficient in the use of MS Office tools (or equivalents).
Behaviours
We'll assess you against these behaviours during the selection process:
- Working Together
- Communicating and Influencing
Technical Skills
We'll assess you against these technical skills during the selection process:
- Administrative Support- Awareness
- Diary Management - Awareness
- Supporting the principal - Awareness
We only ask for evidence of these technical skills on your application form:
- Administrative Support- Awareness
- Supporting the principal - Awareness
Benefits
Alongside your salary of £28,100, Ministry of Defence contributes £8,140 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).
- 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%
Discover My Benefits: Please follow the link to visit the Discover My Benefits site which showcases the benefits and discounts offered when working as a civilian for the MOD: https://discovermybenefits.mod.gov.uk/civilian/
Artificial Intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.
Selection Process Details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.
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At Sift, you will be assessed on your;
- Personal Statement - This should be a maximum of 500 words that sets out your motivation for applying and shows how your skills and experience meet the essential and desirable requirements for the role. Candidates will be required to provide job history and qualification details.
Behaviours:
- Working Together - CSBC2
- Communicating and Influencing - CSBC2
Technical Competencies:
- Supporting the principal - Awareness
- Administrative Support - Awareness
At Interview, you will be assessed on;
- Personal Statement/ Experience - The panel will ask questions about your personal statement. Exploring your Past Experiences, Key Achievements or Qualifications.
Technical Competencies:
- Supporting the Principal - Awareness
- Diary Management - Awareness
Please refer to the Civil Service Behaviours here and the Technical Skills Framework and Success Profile documents attached.
Interviews will be conducted over Microsoft Teams
The sift will be completed within 10 working days of the vacancy closing date. Interviews will be held on a date to be confirmed.
Requests to work flexibly and/or part time will be considered, taking into account business needs. Please note the salary will be pro-rata where part time hours are undertaken.
All employees joining Ministry of Defence who are new to the Civil Service will be subject to a 6-month probation period (unless otherwise advised) effective from the employment start date.
This post does not offer any assistance with Relocation Allowances.
This post does not offer any assistance with relocation allowances.
Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements 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.
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. 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.
Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer of employment withdrawn.
Please note the Civil Service Nationality Rules will also need to be met. The Civil Service Nationality Rules operate independently and in addition to the UK Immigration Rules and must be met before an individual can take up employment in the Civil Service. The Civil Service Nationality Rules do not apply to UK, Irish and Commonwealth nationals, or to those who are eligible to apply to the EU Settlement Scheme but do apply to all other nationalities- including EU/EEA nationals who are ineligible to apply to the EU Settlement Scheme.
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