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Created in 2018, Directorate Overseas Bases (DirOB) was formed as a new 2* Directorate within UK Strategic Command. Enabling and promoting the UK’s global interests, the overseas bases, global hubs, supporting units and organisations are valued and resourced as a strategic capability with a budget of circa £350m.

DirOB is an integrated military and civilian team responsible for the operational command and management of the UK’s Permanent Joint Operating Bases – British Forces Cyprus, British Forces Gibraltar, British Indian Ocean Territory and British Forces South Atlantic Islands – and Supporting Unit in Singapore as well as the still increasing Global Strategic Hubs (Cyprus, Gibraltar and Oman). In addition, DirOB are responsible for a number of smaller units and organisations including the UK’s conventional arms inspection team, JACIG, and the Global Support Organisation.

DirOB HQ is based at Northwood Headquarters comprising of a whole-force team delivering policy and military advice, financial and corporate governance, programmes and strategic planning, making for a uniquely rich and all-encompassing environment. This post is a challenging Personal Assistant (PA) working directly with Senior Civil Servants (up to 2*), line managed by the Military Assistant (OF3), in an ever-changing and expanding Directorate.

This position is advertised at 37 hours per week.

The applicant will be expected to provide secretarial and administrative support to the Senior Leadership team of the Directorate of Overseas Bases to ensure the smooth and effective running of the office in a fast-paced operational level Headquarters, liaising with both military and civilian colleagues daily.

The successful candidate needs to demonstrate the following personal qualities:

• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to build a positive rapport with a wide range of internal and external stakeholders.
• The ability to use initiative, work independently and proactively to identify issues and solve problems.
• Experienced at organising and coordinating multiple tasks to tight deadlines with high quality results.
• IT-literate with experience and confidence using Microsoft 365 Suite and other tools.
• Be discreet.

Previous PA experience is advantageous but not essential, flexibility and the ability to work with minimal supervision are key.

The main duties include but are not limited to:

• Managing the diary and itinerary of the Senior Leadership Team via Microsoft Office Outlook. The PA must be able to react quickly and independently to meeting requests and diary alterations, with the ability to recognise their principals’ priorities and plan ahead to maximise efficiency and achieve short-notice deadlines. Liaising with internal and external stakeholders across various time-zones and facilitating all the appropriate equipment, rooms and venues.
• Compiling comprehensive briefing packs and agendas prior to meetings and distributing in a timely manner. This will involve maintaining, storing and recording relevant documentation and emails for both principles in accordance with Information Management and security policies.
• Coordinating administrative support for visits, conferences and meetings. The PA will also be required to organise travel arrangements and accommodation bookings, researching cost-effective options, and create briefing packs containing visit instructions, relevant travel documentation, and reading material as directed.
• Greet and welcome host visitors, arrange security passes, book meeting rooms and Video Teleconferences. The incumbent is also required to maintain Hospitality and Gifting Registers on behalf of the principals.
• Upon request, the PA may be asked to undertake other miscellaneous tasks in support of the smooth running of each office such as technical support, facilitation of board meetings and team events, etc.

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

• Delivering at Pace
• Managing a Quality Service
• Communicating and Influencing
• Working Together
• Leadership

We only ask for evidence of these behaviours on your application form:

• Delivering at Pace
• Managing a Quality Service

• 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 average employer contribution of 27%

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.

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Job contact :

Name :
Major Rosalind Jopson
Email :
rosalind.jopson820@mod.gov.uk

Recruitment team

Email :
DBSCivPers-Resourcingteam3@mod.gov.uk