HMNB Devonport, Plymouth, PL2 2BG Job Summary Devonport Naval Base is the largest Naval Base in Europe. It is a 650 acre site with 15,000 acres of water space, employing 12,000 people on site. The Base is primarily focused on delivering timely deep maintenance to the UK’s submarine fleet. It is also the operating home base for frigates, amphibious Ships, Royal Marines. It employs more than 10% of Plymouth’s workforce and contributes to 14% of Plymouth’s economy. Devonport Naval Base is the nerve centre for the Royal Navy in the South West. It supports operations around the globe and provides the ships, submarines, people, and equipment to deliver the UK’s defence policy. Its mission is to meet the support and operating requirements for the Naval Service and UK’s allies, from the South West, reaching worldwide. The unique opportunities offered within are varied, challenging and exciting and support Navy Command’s role to generate and operate forces for today and to ensure we are ready for tomorrow by developing and delivering the Navy of the future. Navy Command provides an open, flexible and supportive work environment and Civil Servants and Armed Forces personnel work together in a wealth of interesting and challenging jobs in different disciplines, from finance; legal services; personnel and HR; project planning, operations and managing contracts, to media and communications. The MOD provides an excellent opportunity to develop skills through personal development and offers flexible working, excellent annual leave and maternity allowances and a very competitive pension scheme. In Navy Command we understand the everyday commitments both inside and outside the workplace, so our aim is to provide the flexibility to maintain a great work-life balance. We also offer an impressive range of on-site facilities including a gymnasium, tennis courts and other sporting facilities, a children’s nursery, food outlets, and a handy shop. Job Description Coordinate and manage the Naval Base Commander (Devonport) (NBCD(D)’s daily agenda and diary to ensure smooth operation of the NBC(D) outer office. Authority to deal with business issues on behalf of NBC(D). Ensure effective coordination of the NBC(D) agenda, providing support for the Head of Establishment and Nuclear Authorisee roles. Manage the day-to-day business for the NBC(D) ensuring the business is supported and work is appropriately prioritised. This includes, but is not limited to, monitoring emails, analysing requirements, highlighting urgent matters, commissions, ensuring that requests are being progressed and tracked. Ensure that NBC(D) actions are delegated appropriately, taken forward effectively, and completed on time by the Chief of Staff or HoDs as appropriate. Directly manage the NBC(D) office functions, responsible for the establishment and maintenance of a good working relationship with other Naval Private Offices, as well as Private Offices of other government departments, local government, and other stakeholders. Responsibility for maintaining a comprehensive understanding of Naval Base business with a particular focus on understanding the NBC(D) immediate and longer-term priorities. Coherent awareness of the work being undertaken in each Directorate and able to confidently make decisions affecting NBC(D). Consider the needs and priorities across the organisation, acting as the first port of call for information from staff both within Devonport Naval Base and external stakeholders. To provide flexible support to NBC(D) in the conduct of their responsibilities, working flexibly with the wider outer office team to ensure effective and efficient planning and management of the NBC(D)’s time. Identify, monitor, and track the NBC(D)’s business priorities, reflecting these requirements in the management of the NBC(D) diary. Forward planning to ensure longer-term priorities, commitments and responsibilities are captured. Briefing NBC(D) regularly on diary commitments, taking the initiative to deconflict diary clashes and prioritising the diary accordingly, managing the expectations of stakeholders involved. Responsible for all NBC(D) correspondence, delegating or dealing with items independently, consulting and advising as necessary. Ensure that the NBC(D) is informed of priority matters where necessary, be involved in decision making at the appropriate level, provide sufficient information and advice to ensure effective running of the NBC(D) organisation. Provide the NBC(D) with meeting papers and packs, ensuring all papers are received on a timely basis allowing sufficient time to prepare. Preparing briefings/slides to support the NBC(D) in preparing for meetings and events. Overseeing key office management functions, including booking travel, accommodation, and rig requirements. Build close relationships with other private offices providing support and advice where necessary. Provide advice and assistance to other staff members, particularly Senior Leadership Team, when required. Attend relevant meetings in support of NBC(D), to produce notes and minutes ensuring risks/issues/actions are captured, reported, and monitored. Maintain the directory of contacts, ensuring it provides the latest information, including editing organograms and effective electronic registry. Provide effective cover for other members of NBC(D)’s Outer Office as required. Prepare for bilateral meetings with industry partners, other stakeholders, and NBC(D) to ensure all necessary business is covered and actions from these meetings are completed. Manage Freedom of Information (FOI) requests and Parliamentary Questions (PQs), ensuring compliance with regulatory timescales, and coordinate Ministerial and ‘Treat Official’ correspondence through appropriate TLB channels. Responsible for the Drake House Hospitality Account, ensuring VFM, Financial Guidelines and JSP policy is rigorously adhered too, and that propriety and financial standards are always met. To draft correspondence on behalf of NBC(D). To act as the focal point for Valedictory presentations (inc. lunches) for Service and Civilian Personnel. To manage and coordinate documentation for the Honours and Awards scheme for NBC(D) Personnel. To identify Continuous Improvement opportunities for improving efficiency and the management of the Outer Office. To act as the assistant D&I Advisor. This position is advertised at 37 hours per week. Flexible working is available by agreement with the line manager, but due to the nature of the role, candidates must be prepared to spend the majority of their time on site (higher than the Civil Service expectation of 60% presence in office per week). Coordinate and manage the Naval Base Commander (Devonport) (NBCD(D)’s daily agenda and diary to ensure smooth operation of the NBC(D) outer office. Authority to deal with business issues on behalf of NBC(D). Ensure effective coordination of the NBC(D) agenda, providing support for the Head of Establishment and Nuclear Authorisee roles. Manage the day-to-day business for the NBC(D) ensuring the business is supported and work is appropriately prioritised. This includes, but is not limited to, monitoring emails, analysing requirements, highlighting urgent matters, commissions, ensuring that requests are being progressed and tracked. Ensure that NBC(D) actions are delegated appropriately, taken forward effectively, and completed on time by the Chief of Staff or HoDs as appropriate. Directly manage the NBC(D) office functions, responsible for the establishment and maintenance of a good working relationship with other Naval Private Offices, as well as Private Offices of other government departments, local government, and other stakeholders. Responsibility for maintaining a comprehensive understanding of Naval Base business with a particular focus on understanding the NBC(D) immediate and longer-term priorities. Coherent awareness of the work being undertaken in each Directorate and able to confidently make decisions affecting NBC(D). Consider the needs and priorities across the organisation, acting as the first port of call for information from staff both within Devonport Naval Base and external stakeholders. To provide flexible support to NBC(D) in the conduct of their responsibilities, working flexibly with the wider outer office team to ensure effective and efficient planning and management of the NBC(D)’s time. Identify, monitor, and track the NBC(D)’s business priorities, reflecting these requirements in the management of the NBC(D) diary. Forward planning to ensure longer-term priorities, commitments and responsibilities are captured. Briefing NBC(D) regularly on diary commitments, taking the initiative to deconflict diary clashes and prioritising the diary accordingly, managing the expectations of stakeholders involved. Responsible for all NBC(D) correspondence, delegating or dealing with items independently, consulting and advising as necessary. Ensure that the NBC(D) is informed of priority matters where necessary, be involved in decision making at the appropriate level, provide sufficient information and advice to ensure effective running of the NBC(D) organisation. Provide the NBC(D) with meeting papers and packs, ensuring all papers are received on a timely basis allowing sufficient time to prepare. Preparing briefings/slides to support the NBC(D) in preparing for meetings and events. Overseeing key office management functions, including booking travel, accommodation, and rig requirements. Build close relationships with other private offices providing support and advice where necessary. Provide advice and assistance to other staff members, particularly Senior Leadership Team, when required. Attend relevant meetings in support of NBC(D), to produce notes and minutes ensuring risks/issues/actions are captured, reported, and monitored. Maintain the directory of contacts, ensuring it provides the latest information, including editing organograms and effective electronic registry. Provide effective cover for other members of NBC(D)’s Outer Office as required. Prepare for bilateral meetings with industry partners, other stakeholders, and NBC(D) to ensure all necessary business is covered and actions from these meetings are completed. Manage Freedom of Information (FOI) requests and Parliamentary Questions (PQs), ensuring compliance with regulatory timescales, and coordinate Ministerial and ‘Treat Official’ correspondence through appropriate TLB channels. Responsible for the Drake House Hospitality Account, ensuring VFM, Financial Guidelines and JSP policy is rigorously adhered too, and that propriety and financial standards are always met. To draft correspondence on behalf of NBC(D). To act as the focal point for Valedictory presentations (inc. lunches) for Service and Civilian Personnel. To manage and coordinate documentation for the Honours and Awards scheme for NBC(D) Personnel. To identify Continuous Improvement opportunities for improving efficiency and the management of the Outer Office. To act as the assistant D&I Advisor. This position is advertised at 37 hours per week. Flexible working is available by agreement with the line manager, but due to the nature of the role, candidates must be prepared to spend the majority of their time on site (higher than the Civil Service expectation of 60% presence in office per week). Person specification Essential Level 3 minimum qualification in a business-related/and or customer service-related subject or extensive relevant experience at the discretion of the Line Manager. Good working knowledge of Microsoft programmes including Outlook, Word, SharePoint, MS Teams, Excel and PowerPoint. Desirable Experience of Task or Line Managing Experience supporting senior leadership teams/individuals. Qualifications Level 3 minimum qualification in a business-related/and or customer service-related subject or extensive relevant experience at the discretion of the Line Manager. Behaviours We'll assess you against these behaviours during the selection process: Seeing the Big Picture Managing a Quality Service Working Together Alongside your salary of £36,530, Ministry of Defence contributes £10,582 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides. 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% 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 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. Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience. At sift, you will be assessed against your CV and/or Statement of suitability (500 word count) and the following: Seeing the Big Picture Managing a Quality Service Working Together 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. At interview, you will be assessed against the following Behaviours : Seeing the Big Picture Managing a Quality Service Working Together Sift & Interview to be held at HMNB Devonport, dates TBC. 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: DBSCivPers-Resourcingteam3mod.gov.uk. As a result of the changes to the UK immigration rules which came in to 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. 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 security check (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 security check (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 This Job Is Broadly Open To The Following Groups UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries who have the right to work in the UK nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service Further information on nationality requirements (opens in a new window) 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 : Captain Iain Ritchie RN Email : Iain.Ritchie838mod.gov.uk Recruitment team Email : DBSCivPers-ResourcingTeam3mod.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: infocsc.gov.uk.