Diary, Logistics and Parliamentary Manager to the Minister for the Armed Forces
UK Ministry of Defence
Date: 1 week ago
City: London
Contract type: Full time
City of Westminster, London (region), SW1A 2HB
Job Summary
The Minister for the Armed Forces has a wide ranging portfolio including recruitment and readiness, Afghan resettlement and relocation, Ukraine support, Armed Forces Commissioner, climate change and sustainability, force generation, posture and deployment, global operational policy and commitments, crisis response, Permanent Joint Operating Bases, military aid to civilian authorities and Armed Forces Parliamentary Scheme.
Working in their Private Office provides excellent insight into Defence and cross-Government policy making, as well as how the Department fulfils its obligations to Parliament.
We are looking for an enthusiastic and organised individual to fill the position of Diary, Logistics and Parliamentary Manager to the Minister for the Armed Forces (MinAF). This is an exciting, high-profile role which sits right at the top of the Ministry of Defence. The office is a busy, friendly, and supportive environment; the effective running of the Minister’s diary is essential for the smooth and efficient running of the business.
This position is advertised at 37 hours per week.
Job Description
The post holder will be primarily responsible for maintaining strategic oversight of the diary. You will need to work collaboratively with the wider civilian – military Private Office to ensure the Minister’s time is managed efficiently by highlighting key risks and opportunities. You will need to maintain a wider awareness of the changing priorities and responsibilities within the team and be able to distinguish between the preferable and critical when prioritising the Minister’s time.
The Minister has a very busy schedule which often changes at short-notice, and therefore you will need to be confident in communicating to senior stakeholders and be resilient in the face of challenge and change. However, you will be supported by a close-knit team. The post holder will also lead on organising the travel arrangements required for the Ministers domestic and overseas engagements. There may also be an opportunity to take on a small portfolio in discussion with the Private Secretary.
You must also have an aptitude for building rapport with a diverse range of people, as managing Min AF’s time will regularly impact upon other stakeholders across Defence and across Government. Good organisational skills will enable the post holder to manage the diary successfully, and attention to detail will allow for a smooth transition to and from meetings. An understanding of Departmental and Parliamentary processes would be desirable but is not essential.
We offer flexibility where we can, but the post-holder will be largely office based and must be willing to work longer hours when required – you are entitled to a duty and Private Office allowance.
Specific Responsibilities Include:
The Minister has a very busy schedule which often changes at short-notice, and therefore you will need to be confident in communicating to senior stakeholders and be resilient in the face of challenge and change. However, you will be supported by a close-knit team. The post holder will also lead on organising the travel arrangements required for the Ministers domestic and overseas engagements. There may also be an opportunity to take on a small portfolio in discussion with the Private Secretary.
You must also have an aptitude for building rapport with a diverse range of people, as managing Min AF’s time will regularly impact upon other stakeholders across Defence and across Government. Good organisational skills will enable the post holder to manage the diary successfully, and attention to detail will allow for a smooth transition to and from meetings. An understanding of Departmental and Parliamentary processes would be desirable but is not essential.
We offer flexibility where we can, but the post-holder will be largely office based and must be willing to work longer hours when required – you are entitled to a duty and Private Office allowance.
Specific Responsibilities Include:
We'll assess you against these behaviours during the selection process:
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 Notice sets out how we will use your personal data and your rights.
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Candidates will be required to provide CV details to include: job history; qualification details and previous skills and experience.
Candidates will also be required to provide a 500-word personal statement which sets out your motivation for applying and shows how your skills and experience meet the essential / desirable requirements for the role.
The sift assessment will be based on the CV, Personal Statement and the following two Behaviours :
All other behaviours listed above will be explored at interview. After the interview stage, you may be invited to have a suitability chat with the Minister. Feedback will only be provided if you attend an interview or assessment.
The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: [email protected] .
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.
The role currently being advertised has not been assessed as business critical and 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. Feedback will only be provided if you attend an interview or assessment.
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Security
Successful candidates must undergo a 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.
Successful candidates must undergo a 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.
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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
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 :
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: [email protected].
Job Summary
The Minister for the Armed Forces has a wide ranging portfolio including recruitment and readiness, Afghan resettlement and relocation, Ukraine support, Armed Forces Commissioner, climate change and sustainability, force generation, posture and deployment, global operational policy and commitments, crisis response, Permanent Joint Operating Bases, military aid to civilian authorities and Armed Forces Parliamentary Scheme.
Working in their Private Office provides excellent insight into Defence and cross-Government policy making, as well as how the Department fulfils its obligations to Parliament.
We are looking for an enthusiastic and organised individual to fill the position of Diary, Logistics and Parliamentary Manager to the Minister for the Armed Forces (MinAF). This is an exciting, high-profile role which sits right at the top of the Ministry of Defence. The office is a busy, friendly, and supportive environment; the effective running of the Minister’s diary is essential for the smooth and efficient running of the business.
This position is advertised at 37 hours per week.
Job Description
The post holder will be primarily responsible for maintaining strategic oversight of the diary. You will need to work collaboratively with the wider civilian – military Private Office to ensure the Minister’s time is managed efficiently by highlighting key risks and opportunities. You will need to maintain a wider awareness of the changing priorities and responsibilities within the team and be able to distinguish between the preferable and critical when prioritising the Minister’s time.
The Minister has a very busy schedule which often changes at short-notice, and therefore you will need to be confident in communicating to senior stakeholders and be resilient in the face of challenge and change. However, you will be supported by a close-knit team. The post holder will also lead on organising the travel arrangements required for the Ministers domestic and overseas engagements. There may also be an opportunity to take on a small portfolio in discussion with the Private Secretary.
You must also have an aptitude for building rapport with a diverse range of people, as managing Min AF’s time will regularly impact upon other stakeholders across Defence and across Government. Good organisational skills will enable the post holder to manage the diary successfully, and attention to detail will allow for a smooth transition to and from meetings. An understanding of Departmental and Parliamentary processes would be desirable but is not essential.
We offer flexibility where we can, but the post-holder will be largely office based and must be willing to work longer hours when required – you are entitled to a duty and Private Office allowance.
Specific Responsibilities Include:
- Managing the diary, remaining cognitive of both short and longer-term priorities.
- Making sure practical arrangements are in place for all meetings, including booking visitors in, confirming suitable meeting rooms and booking travel.
- Managing logistics for, and booking, domestic and international travel for the office.
- Receiving and responding to invitations, including evening events – some attendance at events, in discussion with the team
- Submitting business cases and transparency returns for travel and subsistence.
- Additional administrative tasks including, managing the Minister’s technology requirements, escorting external visitors, updating the Ministerial Correspondence and Parliamentary Questions tracker and providing Cabinet Office Transparency Returns
The Minister has a very busy schedule which often changes at short-notice, and therefore you will need to be confident in communicating to senior stakeholders and be resilient in the face of challenge and change. However, you will be supported by a close-knit team. The post holder will also lead on organising the travel arrangements required for the Ministers domestic and overseas engagements. There may also be an opportunity to take on a small portfolio in discussion with the Private Secretary.
You must also have an aptitude for building rapport with a diverse range of people, as managing Min AF’s time will regularly impact upon other stakeholders across Defence and across Government. Good organisational skills will enable the post holder to manage the diary successfully, and attention to detail will allow for a smooth transition to and from meetings. An understanding of Departmental and Parliamentary processes would be desirable but is not essential.
We offer flexibility where we can, but the post-holder will be largely office based and must be willing to work longer hours when required – you are entitled to a duty and Private Office allowance.
Specific Responsibilities Include:
- Managing the diary, remaining cognitive of both short and longer-term priorities.
- Making sure practical arrangements are in place for all meetings, including booking visitors in, confirming suitable meeting rooms and booking travel.
- Managing logistics for, and booking, domestic and international travel for the office.
- Receiving and responding to invitations, including evening events – some attendance at events, in discussion with the team
- Submitting business cases and transparency returns for travel and subsistence.
- Additional administrative tasks including, managing the Minister’s technology requirements, escorting external visitors, updating the Ministerial Correspondence and Parliamentary Questions tracker and providing Cabinet Office Transparency Returns
- Self-starters who are comfortable working independently in a fast-paced environment, able to set goals, create opportunities, win support for them and see them through.
- People with excellent interpersonal skills, able to express themselves clearly and engage with a diverse set of senior stakeholders to ensure that Ministers’ priorities are met.
- People with sound judgement and analytical skills, able to take evidence-based decisions and calculated risks, with a good instinct for when to seek direction.
- People who are resilient, able to oversee and progress a broad programme of activities, prioritising among them and delivering to deadlines.
- Individuals who are highly organised and able to establish a close working relationship with a wide range of contacts, inside and outside of the Department.
- A sense of fun and a willingness to help develop a close and supportive team ethos.
We'll assess you against these behaviours during the selection process:
- Making Effective Decisions
- Delivering at Pace
- Communicating and Influencing
- Making Effective Decisions
- Delivering at Pace
- 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 Notice sets out how we will use your personal data and your rights.
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Candidates will be required to provide CV details to include: job history; qualification details and previous skills and experience.
Candidates will also be required to provide a 500-word personal statement which sets out your motivation for applying and shows how your skills and experience meet the essential / desirable requirements for the role.
The sift assessment will be based on the CV, Personal Statement and the following two Behaviours :
- Making Effective Decisions
- Delivering at Pace
- Making Effective Decisions
- Delivering at Pace
- Communicating & Influencing
All other behaviours listed above will be explored at interview. After the interview stage, you may be invited to have a suitability chat with the Minister. Feedback will only be provided if you attend an interview or assessment.
The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: [email protected] .
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.
The role currently being advertised has not been assessed as business critical and 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. Feedback will only be provided if you attend an interview or assessment.
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Security
Successful candidates must undergo a 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.
Successful candidates must undergo a 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.
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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
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 : Emily Cantekin
- Email : [email protected]
- Email : [email protected]
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: [email protected].
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