Command Staff Assistant Shefford, England
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About the job
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Location
About the job
Job summary
Responsible for the provision of secretarial support to Commander (Comd) DITG and Comd Gp Staff including Chief of Staff (COS), Executive Officer (XO) and others as directed by Comd DITG.
This position is advertised at 37 hours per week.
Job description
Person specification
a) Maintaining electronic office diary on behalf of Commander and co-ordinating their activities, confirming appointments and advising of conflicts. Making arrangements for meetings and Comd Gp events, booking and preparing conference rooms and checking facilities for meetings. Receiving visitors of all Ranks/Grades.
b) Monitor Comd’s email in-box and forward any urgent correspondence for action to relevant personnel in their absence. Use a colour flag system to highlight e-mails so Commander can ascertain quickly which need immediate attention on his return to the office.
c) Arranging UK and overseas travel for the Comd and Comd Gp. This includes booking accommodation, making any transport arrangements and seeking security clearances when necessary.
d) Preparing work in accordance with MOD procedures in a timely manner and with the minimum of supervision, including classified and confidential work.
e) Providing note taking support at HQ meetings. Producing detailed notes in a timely manner and ensuring secure storage of said notes.
f) Electronic filing of documents and conducting searches for files and documents, preparing packs for meetings and undertaking urgent delivery of papers within an immediate location.
g) Support for JPA and HRMS activities.
h) Training Focal Point for Comd Gp, maintaining mandatory training register and advising on expiry dates.
i) Management of mail correspondence for HQ. Acknowledging invitations and personal correspondence. Operating a bring forward system and hastening procedures for replies to correspondence.
j) Ensure Commander’s driver is fully briefed each week and has all timings and travel details.
k) Ordering of stationery items and equipment as required.
l) Sorting and picking up of incoming/outgoing mail.
m) Initiate arrival procedures and induction for new personnel to Exec area Comd Gp.
n) Booking arrivals brief with Comd for new permanent staff, WO and above and subsequently departure briefs.
o) Publication and dissemination of Comd IM via Sharepoint/Defence Connect Website.
p) Provide admin support to COS and XO when required.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Communicating and Influencing
- Managing a Quality Service
- Making Effective Decisions
- Seeing the Big Picture
- Delivering at Pace
- Working Together
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension
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.
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 by 31st December 2022. 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.
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.
Expenses incurred for travel to interviews will not be reimbursed.
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/.
Things you need to know
Selection process details
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.
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: [email protected]
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.
The selection process will follow standard CS policy, including a sift and interview process using open and fair competition
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
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).
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