Warning
Mae'r hysbyseb swydd hon wedi dod i ben ac mae'r ceisiadau wedi cau.
Navy Command - Personal Assistant to the Naval Base Commander of HMNB Clyde
| Dyddiad hysbysebu: | 25 Gorffennaf 2024 |
|---|---|
| Cyflog: | £28,300 bob blwyddyn |
| Gwybodaeth ychwanegol am y cyflog: | 7641 |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 24 Awst 2024 |
| Lleoliad: | G84 8HL |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Ministry of Defence |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 360642 |
Crynodeb
The Personal Assistant (PA) is a member of the Outer Office Staff of the Naval Base Commander (NBC). The Outer Office supports the NBC in their roles and responsibilities as the senior military person overseeing day to day activity of the base and setting the strategic direction for the future. NBC executes command of both the Faslane and Coulport Sites as well as the Dockyard Port of Clyde. The NBC is also the Aide de Camp to HM The King for the RN in Scotland, representing the RN on State and Royal occasions.
This post offers an exciting and high-profile opportunity to be at the heart of activity here at HM Naval Base Clyde.
The PA Role works directly for the NBC, supporting them in the safe operation of the Clyde – one of the largest Single Site Employers in Scotland with many different teams working together. The NBC’s activity spans many internal and external stakeholders as well as regular travel, ceremonial meetings and events, and office work.
The PA helps to ensure the NBC is in the right place at the right time with the right paperwork and information. The PA ensures proper management of the NBC’s Diary, meeting commitments and room bookings, travel and accommodation requirements and administrative / documentary outputs.
The PA Line manages another coordination member of the team, who ensure the correct administration of the outer office. The PA also ensures secretarial function is provided for NBC’s meetings where required, and management of incoming and outgoing correspondence from/to the NBC’s Office.
Specific roles listed in the Terms of Reference are:
Line Manager responsibility for the AO Grade Outer Office Coord position, ensuring that the roles and responsibilities of that post are correctly discharged.
To Maintain and update diaries on a daily basis. Issue all initial invitations up to 4 weeks prior to any function and have a confirmed list of attendees at least 7 days prior to event.
Make all flight, hotel and travel bookings on-line for NBC using Ministry of Defence approved electronic booking systems, and maintain logs of all respective travel expenses, ensuring accurate and cost-effective booking of all travel requests required by NBC.
Produce, manage and monitor the Military Co-ordinating Authority (MCA) duty roster for the Naval Base Senior Staff, ensuring that any absences are covered by another senior delegate. Produce a rota which is to be updated at 6 monthly intervals or as necessary for any interim MCA requirement.
Liaise with other Outer Office teams of Naval Base Seniors and wider Ministry of Defence Senior staff, the Clyde Hospitality Team and the Clyde Motor Transport Section, co-ordinating social and official functions and associated transport as required. Organise and attend separate weekly diary and visits coordination meetings with NBC and VIP Visit Liaison team and action any requirements from the meetings as necessary.
Act as first point of contact for telephone calls to NBC, handling or redirecting them as necessary. Arrange follow up calls as required.
Oversee the update and maintenance of the NBC’s Limited and NBC Directors’ Sharepoint Site, File Registry and Digital Information Management System.
Produce NBC documents in accordance with Service Guidelines, including Records of Decisions and Actions.
Act as Local Security Officer and Assistant Document Security Officer for the NBC Outer Office, reporting to the Naval Base Security Officer, and Line Manager respectively, ensuring that all Safe combinations, Secret and Top-Secret Documentation and room access is correctly administered.
Respond if nominated as Duty within the Visits Liaison Team Nuclear Emergency Response Unit, to any Base emergencies or exercises as necessary within a 2-hour timescale.
In addition, the post holder will undertake other tasks identified either by the line manager or NBC’s Chief of Staff.
Remote working within this role is something that can be discussed at interview stages or with your future line manager if you are found successful.
This post offers an exciting and high-profile opportunity to be at the heart of activity here at HM Naval Base Clyde.
The PA Role works directly for the NBC, supporting them in the safe operation of the Clyde – one of the largest Single Site Employers in Scotland with many different teams working together. The NBC’s activity spans many internal and external stakeholders as well as regular travel, ceremonial meetings and events, and office work.
The PA helps to ensure the NBC is in the right place at the right time with the right paperwork and information. The PA ensures proper management of the NBC’s Diary, meeting commitments and room bookings, travel and accommodation requirements and administrative / documentary outputs.
The PA Line manages another coordination member of the team, who ensure the correct administration of the outer office. The PA also ensures secretarial function is provided for NBC’s meetings where required, and management of incoming and outgoing correspondence from/to the NBC’s Office.
Specific roles listed in the Terms of Reference are:
Line Manager responsibility for the AO Grade Outer Office Coord position, ensuring that the roles and responsibilities of that post are correctly discharged.
To Maintain and update diaries on a daily basis. Issue all initial invitations up to 4 weeks prior to any function and have a confirmed list of attendees at least 7 days prior to event.
Make all flight, hotel and travel bookings on-line for NBC using Ministry of Defence approved electronic booking systems, and maintain logs of all respective travel expenses, ensuring accurate and cost-effective booking of all travel requests required by NBC.
Produce, manage and monitor the Military Co-ordinating Authority (MCA) duty roster for the Naval Base Senior Staff, ensuring that any absences are covered by another senior delegate. Produce a rota which is to be updated at 6 monthly intervals or as necessary for any interim MCA requirement.
Liaise with other Outer Office teams of Naval Base Seniors and wider Ministry of Defence Senior staff, the Clyde Hospitality Team and the Clyde Motor Transport Section, co-ordinating social and official functions and associated transport as required. Organise and attend separate weekly diary and visits coordination meetings with NBC and VIP Visit Liaison team and action any requirements from the meetings as necessary.
Act as first point of contact for telephone calls to NBC, handling or redirecting them as necessary. Arrange follow up calls as required.
Oversee the update and maintenance of the NBC’s Limited and NBC Directors’ Sharepoint Site, File Registry and Digital Information Management System.
Produce NBC documents in accordance with Service Guidelines, including Records of Decisions and Actions.
Act as Local Security Officer and Assistant Document Security Officer for the NBC Outer Office, reporting to the Naval Base Security Officer, and Line Manager respectively, ensuring that all Safe combinations, Secret and Top-Secret Documentation and room access is correctly administered.
Respond if nominated as Duty within the Visits Liaison Team Nuclear Emergency Response Unit, to any Base emergencies or exercises as necessary within a 2-hour timescale.
In addition, the post holder will undertake other tasks identified either by the line manager or NBC’s Chief of Staff.
Remote working within this role is something that can be discussed at interview stages or with your future line manager if you are found successful.