Private Secretary to Director Regional Delivery

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

- 388100

**Salary**:

- £36,530
- A Civil Service Pension with an employer contribution of 28.97%

**Job grade**:

- Higher Executive Officer

**Contract type**:

- Permanent

**Business area**:

- MOD - Defence Infrastructure Organisation - Regional Delivery

**Type of role**:

- Operational Delivery
Secretarial

**Working pattern**:

- Flexible working, Full-time

**Number of jobs available**:

- 1

Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- DIO HQ, DMS Whittington, Lichfield

About the job

**Job summary**:
Regional Delivery (RD)

RD is a large, complex and geographically dispersed operation within the DIO covering circa. 58,000 assets, across over 500 sites and 275,000 Ha of freehold and leasehold estate in the UK and a further 580,000 Ha overseas; with a multitude of £multi-million contracts to manage. We deliver soft and hard FM services - building, maintaining, and servicing - across the majority of MODs built assets in the UK and overseas; hard and soft FM services across MODs Training Estate, including feeding, accommodation, range bookings, targetry support, management of the rural training estate and tenanted estates; administration of UK and Overseas utility contracts, bill payments, and recoveries; and management of the USVF Built Estate comprising c.4503 assets.

The Centre of Excellence (CoE)

The CoE allows Regions to focus on Regional responsibilities by leveraging knowledge from across Regional Delivery and DIO supporting functions to develop better solutions. It is responsible for cross-cutting activities across our customers and will deliver a programmatic approach to provide enhanced support. It embeds more agile ways of working, develops lean processes and supports defining and realising continuous improvement opportunities. The CoE works across multiple stakeholders to gain insight, share and implement considered Learning from Experience, provide consistent and coherent advice and strategic direction.

Summary of the Role

The post holder will directly support DRD as their Private Secretary by providing secretarial and administrative support to the Director and wider CoE functions. The role will be responsible for the operational day to day office management function, ensuring quality, effectiveness and efficiency of service is provided to DRD and wider RD as required. This involves working closely with Regional Delivery (RD) Business Heads and wider DIO business areas to ensure that DRD is fully supported in fulfilling their responsibilities to the Chief Executive.

The portfolio of activities for this role will be highly challenging & varied over time and will need to respond to changing priorities.

This position is advertised at 37 hours per week.

**Job description**:

- Efficiently manage the Directors time through prioritisation of work and understanding of RD Directorate drivers.
- Create and provide clear, prioritised plans which meet the needs of the Director, the customer and the business; Manage expectations of customers and keep colleagues and stakeholders fully informed of plans, scope and progress regarding specific areas of work
- Support in the production of papers, briefs and presentations required for the Director’s key meetings
- Identify common problems that impact quality, effectiveness and or efficiency of service experienced by or provided by the Director; Investigate, escalate and propose options to resolve to the Director
- Recording accurate Records and Actions from the required RD and CoE internal boards, adhering to best practice for the management of boards.
- Accurate and effective tracking of actions for required boards, assessing if actions meet requirements and providing briefs to the chair on the progress of actions as required.
- Support in preparation of meeting papers for relevant boards, ensuring all input is received in a timely manner and distributed to attendees.
- Support activity in relation to People policy and process across RD when required (e.g. talent management/succession planning, PAR process and new initiatives) ensuring a consistent approach across RD and wider DIO
- Support in the production of DRD communications in keeping with the style of the Director, ensuring all communications distributed are accurate and built on factual points.
- Influence and support the Regional Delivery 1* Heads to complete actions and fulfil their responsibilities to the DRD
- Ensure consistency in communications and engagement between the DRD and CoE offices.
- Leadership and management of the RD PA Network
- Responsible for liaising and engaging with MOD senior staff outer offices on forward programmes and plans
- Support the Business Support Manager with the management of the 1* performance reporting packs, ensuring consistency and raising concerns to the Business Support Manager where required.
- Conduct Tier 3 Audit checks on Hd CoE band B direct reports
- Provide suppor