Private Secretary

7 months ago

London, United Kingdom Single Source Regulations Office Full time

**Details**:
**Reference number**:

- 308844**Salary**:

- £56,000 - £56,000- Civil Service Pension Scheme + Zones 1-6 London oyster card.- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Flexible working, Full-time, Homeworking, Compressed Hours**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- City of Westminster, London (region), SW1A 2BQAbout the job

**Job summary**:

- Provide Private Office and Secretarial services the Chair and Board. Manage the diaries of the Chair and Chief Executive, programming their attendance at senior MOD and industry meetings.**Job description**:
The SSRO’s principal aim is to ensure that good value for money is obtained for the UK taxpayer in Ministry of Defence expenditure on qualifying defence contracts, and that single source suppliers are paid a fair and reasonable price under those contracts. We support the regulatory framework established by Part 2 of the Defence Reform Act 2014 (DRA), which provides a basis for pricing single source (i.e. non-competitive) defence contracts and requires transparency from defence contractors about their prices. As part of the regime, contractors are required to submit a range of reports, and the SSRO has a data platform (the Defence Contract Analysis and Reporting System (DefCARS)) that captures, stores and facilitates the use of data.

**Responsibilities**

**Support to the Chair and Chief Executive**
- Provide Private Office and Secretarial services the Chair and Board. Manage the diaries of the Chair and Chief Executive, programming their attendance at senior MOD and industry meetings.
- Programme and organise all meetings required by the Chair and Chief Executive, including travel arrangements, consulting with staff, external contacts, and stakeholders. Anticipate which meetings will require briefings and commission from relevant teams. Coordinate briefings, liaising with the Chair, Chief Executive and Executive Committee members on content. Responsible for drafting the CE Board briefs.
- Be the main point of contact for the Non-Executive Board Members.
- Co-ordinate with the Defence Advisor on liaison with prime contractors on a series of site visits for the Chair and CE throughout the year, including programming, travel, accommodation within budget constraints.
- Co-ordinate away days for the Board, including programming, travel, accommodation within budget constraints.
- Co-ordinate workshops and other informal meetings of Board members.
- Co-ordinate significant SSRO events, including the Senior Stakeholder Forum and visits to the office by senior stakeholders.
- Every two years, coordinate the SSRO’s attendance at DSEI. Maintain the register of gifts and hospitality for all SSRO staff and members.
- Act as a key liaison point with the sponsorship team at the MOD (DSOP) and Industry (SMEs) and coordinate responses to meeting and information requests and preparation of regular returns (on staffing figures; spending etc) by government.
- Engage with the Minister’s Office, DE&S and DG Finance on behalf of the Chair. Co-ordinate meetings with MOD/DES throughout the year.
- Manage speaking engagements for both the Chair and Chief Executive, maintaining a quality assurance role through commissioning, editing, proof-reading, and rewriting drafts; consulting with event organisers; and setting up, and attending, speech ideas meetings. Ensure that deadlines are adhered to and key messages are clear.
- Monitor, log, and commission responses, where appropriate, to disclosures to the PIDA telephone line and mailbox, seeking legal advice and making referrals as appropriate.
- Undertake any ad-hoc tasks as directed by the Chair and Chief Executive.

**Person specification**:
**Person specification**

**Essential**
- Demonstrable experience of working as PA to CEO and or Chair
- Excellent drafting, written communication and editing skills.
- Excellent communication skills - demonstrated by the ability and confidence to interact professionally and effectively with staff and stakeholders at all levels, including the most senior.
- Good personal skills to develop positive working relationships with members, colleagues, and senior stakeholders.
- Good time management, and ability to programme work and deliver several concurrent pieces of work often to tight deadlines.
- A flexible approach to meet the demands of a busy team and colleagues across the organisation with conflicting priorities.
- Ability to use judgement appropriately to make decisions, taking responsibility or seeking advice when necessary.
- High level of accuracy and the ability to pay attention to detail.
- Computer literate and proficient in the use of MS Outlook, Microsoft Word, PowerPoint, and Excel.

**Desirable**
- Experience of working in

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