Army - Personal Assistant

The Ministry of Defence employs over 50,000 Civil Servants. Within that, the Army Top Level Budget (TLB) employs around 7,000 MOD Civil Servants located at over 300 locations. Ours is a diverse workforce, with roles ranging from trainers, human resources, teachers, and psychologists to storekeepers, financiers, project and programme managers, and policy secretariat staff. There are many different functions and professions delivering key outputs for the Army. As such using data to aid understanding of our workforce is vital.
RMAS Group delivers initial officer training to Regular and Reserve officers for the British Army and our international allies; the University Officer Training Corps; instructor development for allies overseas; pre-employment training for Commanding Officers; and professional development for members of the General Staff.
We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern workspaces will give you the opportunity to enjoy a healthy work-life balance, while ensuring you deliver your outcomes effectively and efficiently. We expect you to know where to be to have the most impact, balancing your individual needs with that of your team and organisation. However, recognising the benefits of face-to-face working, especially for new joiners, there is an expectation that you would be in the office at least 60% of the time (3 days a week).
The successful candidate will be an integral to providing high quality support and acting as a first point of contact for internal and external stakeholders. You will have the opportunity to experience work at the highest level and to interact on a daily basis with senior Officers and officials within and outside the Military.
This position is advertised at 37 hours per week., You will be key in helping principal officers to prioritise tasks, so they are able to optimise their decision-making and make best use of their time.
Your day-to-day responsibilities will include:
+ Day to day management of a busy and complex diary including telephone liaison making, confirming and cancelling appointments as necessary and making sure diaries are up to date at all times.
+ Ensuring that meetings and appointments are scheduled appropriately and that any conflicts are resolved.
+ Managing inboxes, prioritising papers, correspondence, and actions that senior colleagues need to review.
+ Providing ad-hoc admin support to the Military Assistant.
+ Use travel booking systems to arrange domestic and international travel (air, road and rail) ensuring that regulations are adhered to.
+ Planning and co-ordinating visits for external visitors.
+ Working to agreed deadlines and protocols.
+ Ensure the principal officer has sufficient executive time marked in his diary for office work, which will include appraisal writing, general correspondence, phone calls etc.
+ Be proficient in the use of IT and (Windows/PowerPoint) and to include the VTC facility. Knowledge of MS systems (JPA) for submitting claims and producing reports is desirable but training will be given if required., We'll assess you against these behaviours during the selection process:
+ Making Effective Decisions
+ Communicating and Influencing
+ Delivering at Pace, + 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.
The Academy has a lot to offer its employees: free on site parking, subsidised gym and swimming pool membership, 271 acres of parkland, wooded areas and lakes, numerous historic buildings, a museum, several café style eating facilities, fly & coarse fishing as well as regular social activities.
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. At application and interview applicants will be assessed against the following:
+ Behaviours: Making Effective Decisions, Communicating and Influencing, Delivering at Pace.
At interview, be prepared to elaborate on the examples used in your application.
Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.
Candidates will be required to provide a statement of suitability (500 words).
Applicants should provide specific examples of the behaviours being tested. It may be helpful to use the STAR format for answers - Situation, Task, Action and Result - with the bulk of the answer in the Action area demonstrating what the applicant's actions were and how they contributed to the completion of the task. Applicants are strongly recommended to use the maximum 250 words per statement to provide the required evidence.
Application sifting is scheduled for the week following the closing date of this advert.
Interviews will take place in September. A minimum of 2 full working days notice will be provided for interviews. We seek to stick to these dates, but these are subject to change around business needs.
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: DBSCivPers-Resourcingteam3@mod.gov.uk .
As a result of the changes to the UK immigration rules which came in to 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. This role does not meet that category and we will not sponsor a visa. It 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., + 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).

You will need to be a flexible and enthusiastic individual who is detail-oriented and able to take a problem-solving and proactive approach to your work.
You will need to use your initiative to prioritise effectively and ensure the smooth running of the diaries and inbox. You will be expected to support your principal by scheduling meetings, organising the flow of papers they require, monitoring deadlines and actions, engaging with stakeholders on their behalf and making travel arrangements.
Essential Criteria:
+ Ability to respond to short notice requests, re-prioritising accordingly.
+ Uses their own initiative to plan, enjoys working as part of a team and takes a pride in their work.
+ Has strong stakeholder management skills and a professional approach to their work.
+ Strong oral and written skills including the ability to communicate detailed information succinctly.
+ Problem-solving approach - reviewing working practices and coming up with ideas to improve the way things are done.
+ Strong MS Office skills, including proficiency in the use of Outlook, plus other collaborative tools such as Teams.
Desirable Criteria:
+ Experience using travel booking systems (HRG).
+ Financial experience – producing expense reports for publication and submitting claims (JPA).
+ Previous diary management experience (Microsoft Outlook).

Alongside your salary of £24,985, Ministry of Defence contributes £7,238 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
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