Administrative Officer (AO)/E1 – Executive Assistant to the Head of Defence Operational Capability

We are looking for an organised individual to help the efficient running of our small team through the management of our Head’s diary and the provision of broader administrative support and research assistance in support of our capability studies.  The Defence Operational Capability team (DOC) is a small, motivated and inclusive team at the centre of the Ministry of Defence (MOD).  The team exists to provide assurance to Ministers and Service Chiefs through independent and impartial audits of Operational Capability.  We are looking for an organised and enthusiastic individual to assist us provide Ministers with honest, rigorous, and timely assessments of UK military capabilities. 

DOC was established by the Secretary of State for Defence in 1995 to assure, challenge, and improve Defence outputs by providing an independent internal audit and consultancy function.  DOC enjoys privileged access across the Department, working directly to the Vice Chief of Defence Staff (VCDS) and reporting to the Minister of State for the Armed Forces (Min(AF)).  The team is empowered to engage across Defence, and across wider government when needed.   

Our small, close-knit, team is headed by a 1* military officer (currently a Royal Navy Commodore), and a military OF5 (currently an RAF Group Captain), who are supported by four military desk officers from each of the three services.  From time to time, we will be joined by a Civil Servant on secondment.  The Executive Assistant (EA) position, works alongside an Army Sergeant Co-ordinator and provides essential administrative support, engaging with outer offices and keeping the team’s day to day business on track.  The role also supports the Teams’ audit work through documentary research and analysis.   

DOC is a welcoming and friendly team. We value diversity and champion a working culture that ensures our jobs are accessible to the widest range of candidates.  We value and take pride in our different perspectives and actively ensure we help each other to perform at our best.  We are always looking to provide formal and informal learning and development opportunities to support each other in our professional development.  

This position is advertised for 37 hours per week and we welcome applications from those with flexible working patterns. Travel into the office will typically be required around 3 to 4 days a week; it will fluctuate in line with business needs but can also be adjusted to accommodate individual requirements. 

We are recruiting an AO/E1 to act as an Executive Assistant (EA) to DOC’s Head and Assistant Head and to provide broader support to the wider DOC team. You will look after Head DOC’s diary through proactive scheduling and timely preparation ahead of meetings and interviews.  You will also provide routine administrative support to the Assistant Head and the rest of the Team, working closely with our team Co-ordinator to organise interviews and visits and support the information gathering task which underpins DOC’s capability audit work.   

DOC is an exciting place to work with unrivalled exposure and access across the breadth of Defence.  Regardless of your background, you will have the ability to broaden and develop your understanding of MOD from a unique position at the very centre of the Department.   

You will be directly responsible for: 

• Hd DOC’s Diary:  You will organise the Head’s diary, planning 2-3 weeks in advance. You will identify where briefing, or preparation time is needed before appointments and allocate time for this in the diary. The Assistant Head will run their own diary, but you will need to maintain oversight of both diaries to ensure there are no conflicts and important meetings are covered. 
• Meeting Preparation:  You will coordinate preparation of papers and reading packs for Head DOC’s meetings and arrange time for pre-briefings beforehand and for back-briefings afterwards. 
• Arrange Duty Travel:  You will arrange Hd DOC’s travel and accommodation as and when required, recording activity in DOC’s SharePoint area to keep track of spending. 
• Freedom of Information & Parliamentary Business:  You will coordinate the timely preparation of draft responses to Freedom of Information requests and Parliamentary Questions. 
• Outer Office Engagement:  You will build your network of outer office staff to enable efficient engagement and distribution of reports across Defence and wider government.   
• Interview Coordination:  You will book and deconflict interviews for DOC reports (potentially up to 50 per report) ensuring the necessary team members can attend the correct interviews and that a private room is booked for the interviewer when required 
• Research Support:  All DOC studies are underpinned by comprehensive documentary research.  You will assist DOC desk officers identify, locate, access and review important reference material. You will also help maintain DOC study records.      
• Manage Office Supplies:  You will look after our office supplies, ordering stationary and managing our access to office furniture and IT. 

You will support the DOC Co-ord’s provision of seamless broader support to DOC by:  

• Organising DOC meetings, accepting, adjusting or declining appointments to deconflict and ensure the team is appropriately represented when necessary. 
• Booking external visitors to DOC into MOD. 
• Organising (and sometimes attending) visits to different Military Headquarters and other government departments.  
• Booking rooms for DOC meetings, ensuring provision of suitable IT and communications support for meetings and that the room is set-up ready for use. 
• Assisting with the on-boarding of new team members. 
• Undertaking ad hoc administrative tasks as required.  
• Providing cover for the DOC Co-ord when they are absent. 

Essential criteria: 

• You will be an organised, adaptable and good multi-tasker.  
• You will be able to work independently. 
• You will have good computer literacy, and  strong written and verbal communication skills. 
• You will have a strong attention to detail. 
• You will be able to work in a small team, building and maintaining effective relationships with key stakeholders, organisations, and colleagues. 
• You will have an interest in Defence and Security issues.  

Desirable Criteria: 

• Previous administrative experience is desirable but not essential. 

Training   

You will be required to complete mandatory training and the following specific training relating to the job within three months of taking up the position. 

• Freedom of Information 
• Ministerial Correspondence  
• Contracting, Purchasing and Finance  
• Microsoft 365 SharePoint Administrator Upskilling Course (If no SharePoint Experience).   

We’ll assess you against these behaviours during the selection process:

• Seeing the Big Picture
• Delivering at Pace
• Working Together

We are passionate about delivering a high standard of service for our Ministers and our Service Chiefs.  We are also passionate about looking after and developing our people.  We know you will have a life outside of work and we are committed to flexible working opportunities to give you freedom to balance work and life.  

Some of the many benefits you will receive include:  

• Learning and development tailored to your role 
• An environment with flexible working options, where hybrid working is encouraged, and individual arrangements are decided between individuals and managers.  
• A culture encouraging inclusion and diversity, including a range of active staff affinity groups including our gender, disability, race, LGBTQ+, age, and parents’ networks. 
• 25 days’ annual leave, increasing by 1 day every year to a maximum of 30 days after five years’ service. In addition, all staff receive the King’s Birthday privilege holiday and 8 days’ bank and public holidays
• A Civil Service pension with an average employer contribution of 27%

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.  

Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/. 

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.  

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Job contact :

• Name : Commander Iain Ritchie Royal Navy
• Email : iain.ritchie838@mod.gov.uk

Recruitment team

• Email : DBSCivPers-Resourcingteam3@mod.gov.uk