DIO Board Secretariat Officer

4 months ago

London, United Kingdom Ministry of Defence Full time

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 ExCo 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 ExCo, 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 ExCo.

� 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 ExCo 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 ServiceCommunicating and InfluencingDelivering at Pace

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

Managing a Quality ServiceDelivering 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. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA 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.

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.

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