Private Secretary to the Chief Executive

Job Description

LocationLondon: Main Building, SW1A 2HBAbout the jobSummaryJoin the Defence Infrastructure Organisation (DIO) and have a future that matters: Be proud; Be challenged; Be unique.DIO is passionate about ensuring that we are a top performing organisation and a great place to work with a diverse range of talent. We are committed to being an equal opportunities employer and creating a culture where everyone can bring their whole self to work and individuality is truly appreciated. DIO is a workplace where everyone feels valued and supported enabling our people to flourish, bring greater creativity and innovation to achieve higher organisational performance. We aim to develop and support staff to meet the Departments objectives, and to fulfil their own potential. We promote and support a range of flexible working patterns enabling staff to balance home and work responsibilities and we treat people fairly irrespective of their background. This culture of inclusion is underpinned by our 6 staff networks covering Disability, Faith and Belief, Gender Equality, LGBTQI+, Race, Social Mobility and 3 networks dealing with employee wellbeing and support: Speak Safe Volunteers, Mental Health First Aiders and Equality, Diversity and Inclusion Advisers. To help achieve our objectives, we believe in six important values (Safety first, Collaboration, Integrity, Agility, Accountability and Enthusiasm) that underpin our vision and mission. These values equip us for the future and shape how we work together. These values are designed by DIO for DIO. About DIOThe Defence Infrastructure Organisation (DIO) is the estate expert for Defence, supporting the armed forces to enable military capability by planning, building, maintaining, and servicing infrastructure. Our responsibilities include: • Plan and deliver major capital projects and lifecycle refurbishment • Provide utilities services • Manage soft facilities management (i.e. cleaning and catering) • Provide a safe place to train • Allocate Service Families Accommodation • Procure and manage routine maintenance and reactive repair • Provide a central register of asset information to advise infrastructure planning • Act as steward of the Defence estate • Provide the unarmed guarding service We employ approximately 4,900 staff from a very diverse range of professions including head office functions and specialisms such as surveyors, town planners, airfield pavement experts, foresters and construction engineers. We work across the world; in Germany, Cyprus and the Falkland Islands, Norway, Poland, Kenya, Belize, Nepal and Oman. You can view our YouTube video to see more about our work Job descriptionAbout the Corporate Services DirectorateThe Corporate Services directorate is at the centre of the DIO. It brings together DIO governance, parliamentary business, transformation and change, and communications expertise to ensure that the organisation delivers for Defence, the Government, and the General Public. At the same time supporting our delivery colleagues by ensuring that the organisation is correctly configured to allow them to focus on what needs to be done to support our customers. It is home to both the DIO Policy, Strategy and Parliamentary, and Corporate Support (Secretarial) professions. Executive SupportThe Executive Support team provides high quality secretarial, administrative, and business management support to the DIOs Executive Committee members. The team supports the individual ExCo members: helping them to prioritise, focus on what is needed most, and to maximise their time. They also support the business areas: making sure that they know and understand the ExCo’s priorities, acting as a conduit for raising issues, and coordinating activity within teams, and ensuring a good flow of communication between business units, through the Outer Office network, thereby helping to ensure unity of effort and that areas are not overly competing. The Executive Support team act as role models for DIO ways of working and values, thereby helping to build the capacity and capability of all. Summary of the RoleThis is an exciting opportunity to deliver in a high-profile role at the very heart of the Defence Estate. The Private Secretary to the Chief Executive of DIO is an integral part of the CEO’s Office, working at the centre of an organisation which has over 4,500 staff, based across the UK and overseas. Working closely with Graham Dalton, the Chief Executive, you will be trouble-shooting, assisting and advising colleagues at all levels across the DIO. Acting as the link between the DIO CEO and the rest of the MOD and beyond, you will possess excellent organisational and communication skills, with the confidence and ability to influence at all levels.ResponsibilitiesYou will be responsible for: • Managing the operation of the CEOs Private Office, ensuring that it is delivering all that is required support to the CEO. • Ensuring the CEO is informed of priority matters where necessary, is involved in decision making at the appropriate level and has sufficient information and advice to help them operate effectively (including oversight of all papers and correspondence). • Providing a point of contact for pressing advice and requests e.g. responding to urgent issues and ensuring that the CEO is apprised of any urgent or emerging issues; providing sufficient information to help them operate effectively. • Managing the CEOs workload, ensuring that work is prioritised appropriately and that deadlines are met. • Commissioning work on behalf of the CEO in order to meet specified timescales and ensuring delivery on time and to the required quality standard. • Responding direct to emails etc. on behalf of the CEO, where it is possible to do so without reference. • Acting as secretary at relevant meetings, including setting appropriate and relevant agendas and accurate minute taking. Ensuring that all action points are dealt with in a timely manner. • Maintaining and developing good relationships and working contacts with other DIO offices and offices of other areas of the MOD, wider Government and Industry Partners. • Maintaining a broad understanding of DIO business with a particular focus on corporate issues, presentational challenges, efficiency, propriety and governance arrangements. • Supporting the CEO in preparing for their bilats with TLB Heads, Industry CEOs, Ministers & Senior Military Officers. • Drafting written communication on behalf of the CEO for a wide range of activities, varying from short Newsbyte introductions to letters to Senior Officials