Army Executive Assistant to the Military Secretary and General Officer Scotland

Ministry Of Defence; Birmingham; On-site; GBP 60,000 - 80,000; Full time

Job summary

A governmental organization in the UK is seeking an Executive Assistant to support its senior executive team. The role includes managing complex schedules, liaising with stakeholders, ensuring policy compliance, and effective information management. Candidates should have strong organizational skills and the ability to make decisions in a fast-paced environment. This position offers competitive benefits in a central location.

Benefits

25 days annual leave

Competitive pension

Flexible working patterns

Employee Assistance Programme

Enhanced parental leave

Volunteering leave

Learning and development opportunities

Qualifications

• Ability to coordinate complex schedules and events.
• Effective engagement with internal and external stakeholders.
• Judgment making in a fast-paced environment.
• Experience as a Security Manager ensuring compliance.
• Proficient in budget planning and financial returns.

Responsibilities

• Administer events coordination and liaison.
• Staff written work on behalf of the Principal.
• Act as Information Manager and seek smarter working solutions.
• Manage the inflow and deliberation of citations for awards.
• Ensure compliance with current policies.

Skills

Planning

Prioritising

Engaging stakeholders

Making sound judgements

Managing citations

Budget planning

Information management

Job description

Overview

This is a high-profile role which sits amongst a small Outer Office and MS Executive team at the heart of Headquarters Military Secretariat, working directly to the 2 General at its head. This is a newly established headquarters focused upon enabling and providing direction for its subordinate formations, the Army Personnel Centre (APC) and the Arms and Services Directorate, to provide talent management for the Army. The role of the Executive Assistant is responsible for supporting the Principal in their administration, including time and diary management, travel, financial returns and hosting high-level meetings. Additionally, the role is the focal point for data management, resources and security across the Outer Office team. This role will require frequent attendance in the building but once established there will be opportunities to diversify working patterns around the commitments of the General.

This role presents a fantastic opportunity to make a genuine and tangible contribution to the outputs of the organisation and offers significant opportunity for growth as the headquarters and role mature.

Main Role Responsibilities

• Coordination, liaison and administration of events up to 4 level; requiring engagement with internal and external stakeholders and the generation and execution of detailed instruction.
• Conduct planning and prioritisation of serials within the Principal's forecast of events, completing preparatory action as required.
• Staff written work on behalf of the Principal as directed by the Military Assistant (MA) or Chief of Staff (COS). Deputise for the MA as required.
• Act as the Information Manager for the MS Executive team and Principal, seeking opportunities for smarter ways of working and digital solutions.
• Manage the inflow, collation and deliberation of citations for 2 awards and organise termly presentation ceremonies.
• Support the delivery of MS' Appraisal Report responsibilities and annual Order Of Merit boards.
• Security Manager for the MS Executive team and Principal; ensure all staff members are fully compliant with current policy.
• Resource manager for the MS Executive team and the Principal.
• Plan expenditure; conduct returns and ensure all are compliant with current policy.
• Undertake any other tasks, which are reasonable for the grade, within the competence and ability of the job holder as directed by the MA.

Person specification

• Essential Skills: Planning, prioritising and coordinating complex schedules and events.
• Engaging with internal and external stakeholders effectively.
• Making sound judgements in a fast-paced environment.
• Managing citations, awards and compliance with policy.
• Acting as Security Manager and ensuring team compliance.
• Budget planning, financial returns and policy adherence.
• Acting as Information Manager and promoting smarter ways of working.

Behaviours

• Making Effective Decisions
• Seeing the Big Picture
• Managing a Quality Service
• Communicating and Influencing

Application process and notices

• Personal Statement - of no more than 500 words detailing how you meet the essential skills criteria.
• Behaviour - Making Effective Decisions
• Behaviour - Seeing the Big Picture
• Behaviour - Communicating and Influencing
• Behaviour - Managing a Quality Service

Where a large number of applications are received, an initial sift will be conducted based on the evidence provided in support of Making Effective Decisions. Your Personal Statement and Seeing the Big Picture will only be reviewed if you are successful at this initial sift. At interview stage you will be assessed against the following behaviours: Communicating and Influencing; Making Effective Decisions; Managing a Quality Service; Seeing the Big Picture.

Further information: The Civil Service embraces diversity and promotes equality of opportunity. The Civil Service Code applies. If you need adjustments for the recruitment process, please contact [e-mail]. The MOD does not sponsor visas for this role. Nationality requirements and security checks apply. Details at the end of the original description have been retained for compliance purposes.

Location and benefits

• KH as a location: City centre; Transport connections; Social / cultural attractions.
• KH as a working environment: Building improvements; Tech Bar; Canteen; Costa Coffee; Gym; Quiet areas; Car parking (free on a rota basis).
• Other benefits for Army civil servants include: 25 days annual leave rising to 30 days after 5 years; competitive pension; development opportunities; flexible working patterns; Employee Assistance Programme; enhanced parental leave; volunteering leave; learning and development. The post does not offer relocation expenses.

Notes

Six-month probation for external hires to MOD who are new to the Civil Service. Travel interview expenses not reimbursed. PAY and allowances subject to review. Childcare and tax-free childcare options may apply. Certain information may be opened or updated in local guidance. This role does not meet the UK visa sponsorship category.