Apply for DIO Board Secretariat Officer Role at Ministry of Defence

United Kingdom Job Openings

Ministry of Defence

DIO Board Secretariat Officer

Whittington

FULL TIME & PART TIME

September 13, 2024

Details

Reference number

369816

Salary

£35,290

A Civil Service Pension with an employer contribution of 28.97%

Job grade

Higher Executive Officer

Contract type

Permanent

Business area

MOD - Defence Infrastructure Organisation - DIO Corporate Communications - Builds engagement and a sense of belonging for our people, promotes our reputation with our customers and stakeholders, and influences behaviour change. We deliver prioritised strategic and tactical communications activity

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Full-time, Job share, Part-time

Number of jobs available

Contents

Location

About the job

Benefits

Things you need to know

Apply and further information

Location

Whittington, West Midlands (England), WS14 9PY

About the job

Job summary

The Defence Infrastructure Organisation (DIO) is the estate expert for defence. We support the armed forces to enable military capability by
planning, building, maintaining, and servicing infrastructure. We enable defence people to live, work, train and deploy at home and overseas. Our vision is to equip defence with a significantly smaller, more efficient, better quality estate! This role is based within the Corporate Communications Directorate.
This is a hugely exciting opportunity for an organised and driven individual to join a highly regarded Board Secretariat team. The role will have specific responsibility for providing secretariat support for the Chief Executive and the Senior Executive team. It will also involve the coordination of activities to support the weekly Ex Co meetings. The role has responsibility for ensuring the team conform with all agreed DIO
processes and operating procedures, ensuring DIO Boards/Committees are managed and delivered under common arrangements providing continuity, control, and support in the management of Board and Committee business. This role provides a solid foundation for long-term career progression. It gives visibility of wider organisational objectives and provides an opportunity to deliver timely and quality results with focus and drive. It will also encourage and support the delivery of objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs. The opportunity also offers the chance to form effective partnerships and relationships with people both
internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
This position is advertised at 37 hours per week full time hours. However we are open to flexible working which can be discussed at interview.

Job description

Board/Committee Management

Carry out the role of Secretary to the DIO Ex Co, providing full support including proactively facilitating the management and maintenance of the forward agenda; preparation of monthly agendas; ensure a coordinated and coherent programme of meetings; drafting accurate and concise minutes; maintaining and updating the action log; proactively handling the submission of papers; and producing the packs for each meeting. Also responsible for the distribution of Out of Committee papers process for the Ex Co.

Provide secretariat support to the DIO Board and other Committees as required.

Ensure the effective communication and continuous improvement of Secretariat timetable, processes and outputs and maintain and review

the Ex Co Terms of Reference to ensure they remain fit for purpose on an annual basis.

Help coordinate and prepare the annual assurance requirement to look at the Committee’s effectiveness and undertake other secretariat

duties as the need arises for other DIO Committees and Boards.

DIO Governance Framework- Ensure our Committees and Boards align with best practice around Governance and ensure this is reflected in the DIO Framework.

Person specification

Organisation and communication skills are key to this role, as well as working with a clear focus on ensuring the service provided meets needs and standards. Previous experience in supporting Senior Executives and Management Boards would be desirable.
Some travel to other UK locations may be required.

Behaviours

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

Managing a Quality Service
Communicating and Influencing
Delivering at Pace

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

Managing a Quality Service
Delivering at Pace

Benefits

Alongside your salary of £35,290, Ministry of Defence contributes £10,223 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

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%

Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this 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.
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 Notice sets out how we will use your personal data and your rights.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
Behaviours
We'll assess you against these Behaviours during the interview 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
Delivering at Pace

Experience:

CV - Job History and Previous Skills & Experience

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.
Candidate Guidance. During the application process we will be assessing on success profiles and we would recommend preparing sift and interview answers using the STAR technique. For more information please see: https://www.civil-service-careers.gov.uk/assessments-and-interviews/
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: DBSCiv Pers-Resourcingteam3@mod.gov.uk .
As a result of the changes to the UK immigration rules which came into 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.
The role currently being advertised has not been assessed as business critical and 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.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

Name :

Lisa Ryan

Email :

Lisa.Ryan108@mod.gov.uk

Recruitment team

Email :

DBSCiv Pers-Resourcingteam3@mod.gov.uk

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