DNO Executive Assistant

Job summary

The Defence Nuclear Organisation (DNO) is responsible for the provision of the nuclear deterrent, encompassing our submarines and nuclear warheads, while also advising on UK nuclear planning and fostering international co-operation on nuclear matters. With a multidisciplinary team of over 700 professionals, the DNO brings together expertise in science, engineering, finance, policy, programme delivery, and more. We work in partnership with the Royal Navy, the Submarine Delivery Agency and the Atomic Weapons Establishment as the Defence Nuclear Enterprise (DNE).

Here at DNO we strongly believe that diversity and inclusion is not only the right thing to do but is also essential for a thriving and successful organisation. We have a culture where differences are celebrated, and our people feel supported, included and empowered. Join us and be part of an organisation that truly values diversity and inclusion and makes a positive impact on the world.

We are recruiting Executive Assistants (EAs) to support senior civil servants across the DNO. These are exciting opportunities at the heart of a high-profile organisation, providing direct support to leaders responsible for delivering some of Defence's most important programmes and priorities.

As an Executive Assistant, you will play a central role in supporting a senior civil servant, ensuring their time is focused on the organisation's highest priorities. You will be responsible for diary management, coordinating meetings and engagements, managing logistics, and helping to balance competing demands on their time.

The role offers significant exposure to senior decision-making and engagement across Defence, wider Government and external partners. You will act as a key point of contact for stakeholders, helping to coordinate activity, manage relationships and ensure effective communication between offices and organisations.

Private Office roles provide direct support to senior leaders and require a continuous presence to manage business, stakeholder engagement, decision-making processes and urgent issues as they arise. Given the pace and operational demands of the role, it is not considered compatible with part-time working arrangements.

This post is advertised at 37 hours per week.

Flexible and condensed working patterns can be considered for this post but due to security constraints the role is not suitable for hybrid working. Candidates are encouraged to discuss options with the recruiting line manager before submitting an application.

Job description

You will have specific responsibilities for:

• Providing day-to-day support to senior officials.
• Managing and owning the senior official’s diary; arranging and de-conflicting meetings in line with their needs; researching and booking travel options within MOD policy and assembling and organising their briefing materials.
• Liaising with stakeholders across MOD, government, academia, and industry.
• Providing office management services including, room bookings, visitor management (booking and escorting), reprographics and logistics requests.
• Given the high number of requests, this role works closely with colleagues across the DNO to maintain a well organised schedule, adapting as priorities change.

You will work closely with senior leaders while also being part of a wider DNO Private Office community, supported by friendly and experienced colleagues. DNO is committed to creating an inclusive and supportive working environment where individuals are encouraged to develop and succeed. Alongside access to formal learning and development opportunities, this role offers unique exposure to senior decision-making and the breadth of Defence Nuclear activity. It provides an excellent platform to build your skills, expand your network and gain experience across a range of high-profile issues, with opportunities to shape your development in line with your interests and career aspirations.

As the post holder will have access to very sensitive information, there are limitations on travelling to a small number of countries and we will undertake additional security checks as part of the recruitment process. Applications from candidates with close connections to certain countries may take considerably longer to process, or in some cases result in a withdrawal of an offer of employment. Further details will be provided at the conditional offer stage.

Person specification

Essential:

- Strong organisational skills, with the ability to manage competing priorities, maintain attention to detail and respond effectively to changing demands.

- Excellent interpersonal and communication skills, with the ability to build effective working relationships with a wide range of stakeholders.

- Able to manage a busy schedule, exercise sound judgement and prioritise work effectively to meet deadlines.

- Resilient and adaptable, remaining calm under pressure and responding positively to changing priorities.

- A proactive approach to identifying and resolving issues, with the confidence to work independently and take ownership of tasks.

- Committed to delivering a high-quality service to internal and external stakeholders.

- Comfortable working in a fast-paced environment and responding to emerging requirements at short notice.

- Proficient in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.

Desirable:

- Prior experience of providing a professional and comprehensive Executive Assistant service to Directors, Directors General and/or ministers.

Behaviours

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

• Making Effective Decisions
• Seeing the Big Picture
• Communicating and Influencing
• Delivering at Pace

Benefits

Alongside your salary of £30,740, Ministry of Defence contributes £8,905 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

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.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

This post is classed as ‘Reserved’ as per the Civil Service Nationality Rules. For further information please see the attached document.

Candidates can apply online via the Civil Service Jobs website by completing the application form before the deadline shown. Apply using the Civil Service Jobs apply button, filling in all required details in all sections. Using the Success Profiles link for information on format and style, ensure you provide evidence for all Behaviours and Experience sections requested in the appropriate competency style.

Candidates will be required to provide a CV including job history and a Personal Statement of Suitability (maximum 500 words) that sets out your motivation for applying and shows how your skills and experience meet the essential/desirable requirements for the role.

At sift, candidates will be assessed against their CV and Statement of suitability and the following:

Behaviours:

• Making Effective Decisions
• Seeing the Big Picture
• Communicating & Influencing
• Delivering at Pace

If a large number of applications are received, the sift will be based on the CV, Personal Statement and the lead behaviour Making Effective Decisions only. However, evidence should be provided against all behaviours requested.

At Interview, you will be assessed on your Experience and;

Behaviours:

• Making Effective Decisions
• Seeing the Big Picture
• Communicating & Influencing
• Delivering at Pace

Interviews will be conducted via MS Teams.

You will be expected to achieve Developed Vetting clearance, above the normal clearance level expected for the MoD.

The Defence Nuclear Organisation plays a vital role in supporting the delivery of the UK’s independent strategic nuclear deterrent. To help enhance security, staff working for the DNO are encouraged to always exercise a high level of discretion in sharing information or talking about their work. As part of the application process, we ask that you do not tell anyone other than your partner or close family member about your application to join the DNO. You should not mention your application on social media or discuss it with anyone else at this stage.

Candidates who are found to meet an acceptable standard at interview but are not successful in this advertised post may be considered for similar roles within the Business Unit.

Further information:

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points-based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is developed vetting (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

Open to UK nationals only.

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : DNO External Recruiting Team
• Email : DNO-ExternalRecruiting@mod.gov.uk

Recruitment team

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

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

20240731-Nationality_Requirements-Further_Information_for_Candidates_v2-O Opens in new window (pdf, 67kB)Candidate Information Opens in new window (docx, 32kB)Defence Internal Brief Notice Opens in new window (docx, 39kB)