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Army - Personal Assistant

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UK Ministry of Defence

21d ago

  • Job
    Full-time
    Mid & Senior Level
  • Government & Politics
    People, HR & Administration
  • Salisbury

AI generated summary

  • You must be computer literate, organized, adaptable, proficient in Microsoft Office, have diary management and travel coordination experience, and provide coaching to colleagues.
  • You will manage executive diaries, coordinate meetings and travel, monitor correspondence, produce correspondence, support visits, and lead coaching for Personal Assistants in the division.

Requirements

  • Be computer literate
  • Have excellent organisation skills to manage multiple tasks
  • Be able to work with stakeholders from across the organisation
  • Flexibility to adapt to changing priorities
  • Proficient in Microsoft office packages
  • Previous experience of managing stakeholders diaries
  • Experience of coordinating all arrangements including travel, attendance, hospitality and visit programmes
  • Be able to provide coaching, guidance and up-skilling of colleagues

Responsibilities

  • Proactively manage the diaries of the 2* General and other members of the executive team. This includes, organising and coordinating meetings to ensure time is utilised effectively and understand what preparation is required and prepare leaders as appropriate.
  • Anticipate and respond proactively to changing demands, building an understanding of the stakeholder network, whilst being able to devise solutions to meet business and individual needs
  • Make complex, travel arrangements worldwide, complying with international requirements for travel whilst also achieving best value for defence, making sure the executive team are fully briefed and prepared for arrangements
  • Monitor all correspondence for the 2* General ensuring they have visibility of critical communications, whilst using initiative to divert, delegate and action tasks across the executive team where possible
  • Work quickly and accurately to produce key correspondence in accordance with MOD guidelines, using the full Microsoft Office suite
  • Support with all external visits across the 3 UK Division, coordinating all arrangements including travel, attendance, hospitality and visit programmes
  • Act as a professional lead for all Personal Assistants across 3 UK Division, providing coaching, guidance and up-skilling on an annual basis
  • Proactively manage the diaries of the 2* General and other members of the executive team. This includes, organising and coordinating meetings to ensure time is utilised effectively and understand what preparation is required and prepare leaders as appropriate.
  • Anticipate and respond proactively to changing demands, building an understanding of the stakeholder network, whilst being able to devise solutions to meet business and individual needs
  • Make complex, travel arrangements worldwide, complying with international requirements for travel whilst also achieving best value for defence, making sure the executive team are fully briefed and prepared for arrangements
  • Monitor all correspondence for the 2* General ensuring they have visibility of critical communications, whilst using initiative to divert, delegate and action tasks across the executive team where possible
  • Work quickly and accurately to produce key correspondence in accordance with MOD guidelines, using the full Microsoft Office suite
  • Support with all external visits across the 3 UK Division, coordinating all arrangements including travel, attendance, hospitality and visit programmes
  • Act as a professional lead for all Personal Assistants across 3 UK Division, providing coaching, guidance and up-skilling on an annual basis

FAQs

What is the job title for this position?

The job title is Army - Personal Assistant.

Where is the job located?

The job is located at Picton Barracks, Bulford Camp, Salisbury, SP4 9NY.

What are the working hours for this role?

This position is advertised at 37 hours per week.

What are the main responsibilities of the Executive Assistant?

The main responsibilities include managing diaries, organizing meetings, making complex travel arrangements, monitoring correspondence, producing key correspondence, and coordinating external visits.

What skills are essential for this role?

Essential skills include being computer literate, excellent organizational skills, flexibility to adapt to changing priorities, and proficiency in Microsoft Office packages.

Is prior experience required for applicants?

While previous experience in managing stakeholders' diaries and coordinating arrangements is desirable, it is not explicitly required.

What are the behaviours assessed during the selection process?

The behaviours assessed include Communicating and Influencing, Delivering at Pace, Managing a Quality Service, and Seeing the Big Picture.

What is the salary for this position?

The salary for this position is £29,580.

Does the Ministry of Defence provide pension contributions?

Yes, the Ministry of Defence contributes £8,569 towards membership in the Civil Service Defined Benefit Pension scheme.

Are relocation expenses offered for this role?

No, the post does not offer relocation expenses.

Can applicants receive support during the recruitment process?

Yes, applicants needing additional help or reasonable adjustments can contact the recruitment team.

Is there a probation period for new employees?

Yes, external recruits new to the Civil Service will be subject to a six-month probation period.

What is the policy regarding smoking at the workplace?

Smoking and the use of all tobacco products are not permitted in the Defence working environment, as per the Smoke-Free Working Environment policy.

What are the nationality requirements for this job?

The job is broadly open to UK nationals, nationals of the Republic of Ireland, Commonwealth countries, EU nationals with settled status, and certain others as specified.

Who can applicants contact for more information about the job?

Applicants can contact Sue Payne at sue.payne119@mod.gov.uk for more information.

Can expenses for travel to interviews be reimbursed?

No, expenses incurred for travel to interviews will not be reimbursed.

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UK Ministry of Defence

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Mission & Purpose

We protect the security, independence and interests of the United Kingdom at home and abroad. We work with our allies and partners whenever possible. Our aim is to ensure that the UK’s Armed Forces have the training, equipment and support necessary for their work, and that we keep within budget. Our priorities 2015 to 2020 are to: protect our people project our global influence promote our prosperity maintain a strategic base and integrated global support network, and manage the Department of State

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