Army - Personal Assistant

Job summary

The Ministry of Defence, Civil Service workforce is diverse, with many different functions and professions ranging from cyber and digital transformation, police officers, security guards, trainers, human resources, teachers, psychologists, storekeepers, and policy secretariat staff to support the British Army.

The role of the PA is to provide effective and efficient administrative support to the Commander and work as an integral part of the outer office.

This position is advertised at 37 hours per week.

Job description

Key responsibilities:

• Maintain and update electronic diaries for the Commander. Initiate diary requests and respond to incoming invitations promptly.
• Arrange meetings, corporate events (including refreshments) using the most effective method (ie face to face, telephone, MS Teams calls) and inward/outward visits; booking in visitors with security/reception including escorting on site as required and undertaking all necessary administrative and IT procedures (including travel arrangements) prior to engagements/events.
• Arrange all the Commanders travel and accommodation. Ensuring correct travel documents, visas etc are in place.
• Book conference facilities and arranging video teleconferencing (VTC), refreshments and provide administrative support for 8 Brigade meetings and conferences.
• Co-ordinate and manage digital and paper correspondence and documentation for the Commander, including drafting routine letters, organising briefing packs for meetings, boards and conferences within timescales set.
• Support to three Brigade Deputy Commanders in respect of visits.

Person specification

Essential skills required:

• Experience in a similar role, in a professional service environment and have an ability to work proactively and as part of a team.
• Able to demonstrate strong communication skills, both verbal and written.
• Highly motivated with strong organisational skills.
• Ability to use initiative to prioritise work with minimal direction whilst maintaining attention to detail.
• A good working knowledge of Microsoft Office packages.

Behaviours

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

• Communicating and Influencing
• Delivering at Pace
• Managing a Quality Service

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

• Managing a Quality Service

Benefits

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).

The Army prides itself on being a supportive employer and where possible encourages flexible working, helping you to maintain a great work/life balance.

Other benefits for Army civil servants include:

- 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
- Highly competitive pension scheme
- Personal and professional development of skills
- Alternative working patterns for many roles
- Access to the Employee Assistance Programme (EAP), a free service that assists you with achieving a productive, healthy environment that is conducive to a healthy lifestyle.
- Enhanced parental and adoption leave
- 6 days special leave per year which can be used for volunteering activities
- Learning and Development

We believe that everyone has the potential to make a difference and you will be supported to help you learn and advance in your career. This includes working towards membership of a professional body and/or undertaking a modern apprenticeship as part of your role.

A modern apprenticeship is a combined package of work and training. Through the schemes available you will gain a professional qualification, practical experience, and the broader skills required to develop in your current role and pave the way for your future career.

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.

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.

Things you need to know

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 and Experience.

At the application stage, you will be assessed against the following criteria, listed in priority order:

• Personal Statement - 500 words demonstrating your relevant skills and experience in line with the essential criteria
• CV
• Behaviour - Managing a Quality Service

Where a large number of applications are received, an initial sift may be co