Dio - Personnel Assistant/business Support

3 days ago

Huntingdon, United Kingdom Ministry of Defence Full time

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

- 272769**Salary**:

- £22,220- + Civil Service Pension with an average employer contribution of 27% and additional benefits**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Business area**:

- MOD - Defence Infrastructure Organisation - COO (Major Programmes & Projects) - Air**Type of role**:

- Administration / Corporate Support
- Project Delivery
- Secretarial**Working pattern**:

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Huntingdon PE28 2EA, Whittington WS14 9PY, Andover SP11 8HAAbout the job

**Job summary**:
Do you want to work for the Defence Infrastructure Organisation (DIO) and play a key role in keeping our country safe through caring for the Defence estate and those that depend on it? DIO manages the Defence estate, one of the UK’s largest and most diverse property portfolios, enabling the armed forces and Defence civilians to live, work, train and deploy. From net carbon-zero accommodation to runways for the F35 fighter jets, our outputs are unique in the UK and across the globe

**Job description**:
This posts is based in the DIO Major Programmes and Projects (MPP) Air Directorate, which is a £4.5bn portfolio of work covering a dispersed geographic area. It encompasses all capital construction work undertaken in the UK on behalf of the Royal Air Force, as well as elements of the Defence Estates Optimisation programme. The new customer focussed Air directorate strives to build commonality and consistency of service to the customer across the portfolio, delivering an outstanding service to time, cost and performance in a safe and responsible manner. The post offers hybrid working with Duty Station location options of Whittington, Wyton and Andover. Any other locations to be discussed.

The post holder will ensure that the Director is supported in their day to day duties. This is a high profile, varied and fast-paced role, the post holder will be required to work on their own initiative, employing strong communication and organisational skills whilst maintaining confidentiality at all times. This is a key role in managing the directors time and incoming correspondence, ensuring they are fully prepared for their programmed activities and key priorities are identified and managed. In addition the post holder will also provide adhoc business/administrative support in the enablement of DIO delivery within the Directorate. Supporting the Business Support Administrator who has overall responsible for providing business administration to support the Programme Management Office (PMO).

**About DIO**

View our YouTube video to see more about our work

**Person specification**:
**Administrative and Secretarial Support**
- Provision of secretarial (including Audio if required) and administrative service including minute taking, management of actions, distribution of papers and drafting communications at all levels.
- Management of mailbox, ensuring at all times that communication is prioritised and brought to the Director’s attention at the earliest opportunity.
- Management of any group mailbox as required.

**Diary Management and Meetings**
- Day to day management of a busy and complex diary including telephone liaison, such as prioritising, scheduling and cancelling appointments as necessary and making sure it is up to date at all times.
- Discuss any diary conflicts and delegation opportunities with director.
- Arrange and facilitate meetings as required (virtual or face-to-face),ensuring key stakeholders are available, including Senior military and civilian staff, ensuring facilities are booked and confirmed.
- For any meeting room / venue bookings, ensure any IT, stationary or equipment requirements are available.
- Carry out all administrative functions of booking attendees onto site, arranging passes and collection of individuals as required.
- Collation of papers (electronic or physical) for meetings and daily packs.
- Where necessary and authorised, arrange provision of working lunches.

**Travel Management**
- Arrange all travel and accommodation as required ensuring all hotels, rail, flights, taxis and car hire are booked such that VFM is met at all times following MOD policy and procedures.
- Draft itineraries where Director is travelling to other offices or sites, detailing travel times, locations and room numbers where necessary.
- Ensure any travel booking confirmations are made available to Director, notifying them of references and directing them to the relevant policy for vehicle / train / flight bookings.

**Business support to wider team**
- All other duties required of a Personal Assistant in supporting their Director (recording Hospitality entries/providing statistical analysis/supporting Director in management of awards and compliance checks).
- Co-ordination of comments/inputs from teaM/Function.
- Supporting webin

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