Executive Assistant to Head of Devonport Submarine Infrastructure

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.

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 int 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/

Things you need to know

Artificial intelligence

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