Defence Business Services – DBS – Executive Assistant

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Abbey Wood North, Stoke Gifford, Bristol, South West, BS34 8QW

Tomlinson House, Norcross, Blackpool, Lancashire FY5 3WP

About the job

Job summary

Are you a dedicated person who is passionate about making a difference? 

Would you like to work for the Ministry of Defence? 

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement. 

• Our Vision – To support UK defence customers with outstanding service every time.
• Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society. 

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 28.97%. Where your role permits, we support a blended working approach alternatively known as hybrid working. 

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. 

DBS has recently undertaken a review of its operational locations in the North West, and have consolidated all activities in Norcross, Blackpool. A further move, to the new Government Hub at Talbot Gateway in Blackpool, is scheduled to take place in 2026.

Come and join the DBS community today! 

Job description

The DBS outer office supports both the Chief Executive Officer (CEO) and Chief Operating Officer (COO) in the delivery of their responsibilities, providing briefing and advice on a wide range of issues direct to the CEO and COO, as well as providing diary management, travel arrangements, liaising with DBS executive team leaders, senior stakeholders, and functional leads across the MOD.

Two Executive Assistants (EAs) reporting to an Army Major Military Assistant, directly support either the CEO or the COO. The CEO EA must be based in Bristol, but the COO EA may be based in either Bristol or Blackpool. 

Specific responsibilities are:

• Provide professional, timely and efficient day-to-day management of the CEO’s or COO’s diary, including organising internal and external meetings/calls to manage their time effectively.
• Coordinate all travel required including booking accommodation and transport.
• Reschedule/prioritise engagements as required to resolve and deconflict diary clashes and liaise with the CEO / COO in advance to manage conflicting priorities.
• Manage incoming emails. File and action incoming correspondence in a timely manner, preparing letters/emails on behalf of Head AFVS as required.
• Arrange meetings (internal and external) as required including booking in visitors, securing meeting rooms and domestic arrangements, and undertaking all necessary administrative procedures. Provide briefing packs and other paperwork as required to support meetings.
• Act as lead focal point for external visits as required including arranging booking in visitors, securing meeting rooms and domestic arrangements, and undertaking all necessary administrative procedures.

Additional tasks as required to support the CEO or COO

Person specification

The post-holder will need to be able to work independently and collaboratively as part of a team. Enthusiasm, attention to detail and excellent interpersonal skills are essential. The individual filling this post needs to have:

• Strong IT skills including Word, Excel, Outlook, One-note, and share point.
• Have excellent written and spoken communication skills
• Be organised and able to work to short timelines and constantly changing priorities.
• Be curious and tenacious, tackling problems and identifying solutions.

Behaviours

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

• Communicating and Influencing
• Making Effective Decisions
• Delivering at Pace
• Working Together

Benefits

Alongside your salary of £29,580, Ministry of Defence contributes £8,569 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• An environment with flexible working options Monday-Friday
• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service (pro rata). In additional to 8 public holidays per year, you will also receive leave for HM The Sovereign’s birthday
• Hybrid working where role permits
• An opportunity to be considered for Reward and Recognition – £250-£5000 per year
• Family-friendly policies including – parental leave and adoption leave
• Learning and development tailored to your role
• Professional and personal development of skills
• A culture encouraging inclusion and diversity
• Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments
• Special paid leave to volunteer up to 6 days per year
• A Civil Service pension with an average employer contribution of 28.97%

Allowances 

The post does not offer relocation expenses. 

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. 

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period. 

Employment Hours 

This position is advertised at 37 hours per week. 

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 : David McKay
• Email : [email protected]

Recruitment team

• Email : [email protected]

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact [email protected] in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/

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