UK Ministry of Defence
MODSAP Executive Assistant and Team Administrator
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City of Westminster, London (region), SW1P 3JH
Job Summary
The MOD Saudi Armed Forces Projects (MODSAP) is a unique and exciting place to work. It forms a crucial part of the longstanding strategic defence relationship between the UK and the Kingdom of Saudi Arabia (KSA). Our defence, security and prosperity interests in KSA remain substantial. MODSAP delivers a large, exciting and complex programme of work, through a team spread across the UK and multiple locations in Saudi Arabia.
The UK has a longstanding bilateral relationship with KSA which accounts for over a third of all defence exports from the UK; MODSAP play a key role overseeing delivery of services worth significant income to the UK economy.
The Executive Assistant and Team Administrator will be joining MODSAP at a critical point within the UK-Saudi relationship; the Saudi authorities are undertaking an unprecedented programme of societal reforms, while facing continuing challenges to regional and national security.
Consequently, the country faces strategic challenges as it seeks to develop its industrial and defence capabilities against a backdrop of an unstable region and increasing external scrutiny of its decisions and behaviours.
The Executive Assistant and Team Administrator role sits within the Operations and Policy team and plays a pivotal role in supporting the Deputy Director and wider team. The post holder will provide high-quality executive and administrative support, using effective horizon scanning and a strong understanding of team priorities to help coordinate activity, drive delivery and ensure key objectives and deadlines are met. The role is integral to maintaining the smooth and efficient operation of the team and ensuring outputs are delivered to a consistently high standard.
Please note, the postholder will be required to work in our London office for at least 60% of the working week (i.e. three days a week in office).
This position is advertised at 37 hours per week.
Job Description
The AO Executive Assistant and Team Administrator role includes but is not limited to the following key responsibilities:
- Diary and workflow management: manage the Deputy Director’s diary, resolve scheduling conflicts, prioritise meetings, track work submitted for clearance, and ensure time is protected for timely review of staff work.
- Team administration and coordination: track the team’s annual leave, mandatory training records, visitor bookings, recruitment campaign administration, and output trackers so deadlines, responsibilities and team processes are clear.
- Travel, expenses and compliance support: Manage domestic and overseas travel bookings, including staff visits to Saudi Arabia, ensuring visa and documentation requirements are met and conducting preliminary expense checks for Deputy Director sign-off.
- Meeting support and action tracking: act as the coordinator for the Operations and Policy team meetings.
- Stakeholder and information management: Collaborate with the MODSAP Director’s Office to ensure seamless coordination between the Operations & Policy team and Director MODSAP, facilitating effective workflow management and ensuring deadlines and priorities are clearly understood and met. This includes SharePoint and records management for the OpPol team.
- Corporate support and event logistics: assist with the day-to-day running of Cromwell House, support delivery of meetings and corporate services for Saudi guests.
Person Specification
- Strong organisational skills and attention to detail with the ability to manage multiple priorities, meet deadlines, and maintain high standards under pressure.
- Excellent customer service and relationship management skills, with the ability to adapt your communication for different audiences.
- Proven ability to build, manage and sustain positive working relationship with a wide range of internal and external stakeholders.
- Proficient in all aspects of the Microsoft 365 suite with a particular focus of expertise in SharePoint and Teams.
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Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Working Together
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
Alongside your salary of £27,866, Ministry of Defence contributes £8,072 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%
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.
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.
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 Policy Notice sets out how we will use your personal data and your rights.
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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, Strengths and Experience.
Candidates will be required to provide CV details to include job history, qualification details and previous skills and experience.
Candidates will also be required to provide a statement of suitability in no more than 250 words. The statement of suitability should provide evidence of how you have met the behaviours and technical competences listed.
At sift, you will be assessed against your CV, Statement of suitability and the following Behaviours:
- Managing a quality service
In the event of a high volume of applications the sift will be conducted against the CV and the personal statement.
At interview, you will be assessed against your Strengths and the following Behaviours:
- Working Together
- Managing a quality service
If selected for interview, interviews will be conducted online.
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.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.
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
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