Dio - Board Secretariat Officer

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

- 288147**Salary**:

- £33,830- + Civil Service Pension with an average employer contribution of 27% and additional benefits.**Job grade**:

- Higher Executive Officer**Contract type**:

- Permanent**Business area**:

- MOD - Defence Infrastructure Organisation - Corporate Services - Corporate Governance**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- DMS Whittington, Lichfield, WS14 9PYAbout 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

**About DIO**

View our YouTube video to see more about our work

**Job description**:

- 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 Governance Directorate. We are the functional and corporate lead for DIO's Performance Reporting and Board Secretariat
- 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. 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.
- The post also leads on wider governance activities across DIO, improving, maintaining, assuring, and communicating DIO’s Governance Framework and Governance Operating Procedure. 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.**Person specification**:

- 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.
- Manage internal and external interfaces across the governance structure, identifying risks and issues and raising them through appropriate channels.
- 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- Seek out best practice around Governance and ensure this is reflected in the DIO Governance Operating Procedure and Framework.
- Handle the change control process ensuring changes have been sanctioned through the appropriate chain, providing assurance on compliance with governance standards and structures across the business
- Maintain an up-to-date list of all DIO Governance body Terms of Reference and presenting changes and updates as required.

**Desirable Skills and Experience**

Organisation and communication skills are key to this role, as well as working with a