FDSS Business Management Office – Coordinator
| Posting date: | 30 June 2025 |
|---|---|
| Salary: | £29,580 per year, pro rata |
| Additional salary information: | A pension contribution of 28.97% based on the listed salary |
| Hours: | Full time |
| Closing date: | 30 July 2025 |
| Location: | MOD Abbey Wood, Filton, Bristol, BS34 8JH |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Defence |
| Job type: | Permanent |
| Job reference: | 412711 |
Summary
Management of the FDSS Programme Director’s diary, travel and OneNote:
Co-ordinate Programme Director’s Diary, ensuring that all diary invites are responded to within 48 hours of receipt.
Manage all diary conflicts and ensure the deconfliction of any diary issues are resolved in a timely manner.
Update OneNote with diary meetings, providing relevant notes that will be used for discussion during those meetings for four weeks in advance. OneNote to be updated to reflect all diary changes as they are made.
Complete a final check of the following week’s diary and OneNote at the end of each working day to ensure it remains accurate.
Request content or briefing material from the FDSS Chief of Staff (CoS) to support meetings, to be included in OneNote where appropriate.
Book all required travel for the Programme Director, ensuring value for money for trips, and appropriate approvals have been obtained ensuring travel is compliant with Defence Travel Policy.
Ensure, when attending bases outside of ABW, that visitor passes, vehicle passes, and desks are booked in advance and provide a map to enable navigation around the base.
Stakeholder engagement co-ordination:
Develop and maintain an understanding of the existing FDSS Stakeholder landscape
Co-ordinate discreet and regular engagements with key stakeholders, in line with the Programme Director’s vision and intent, seeking clarity where required.
Building and maintaining own stakeholder networks:
Engaging with the relevant FDSS Stakeholder community and other interested parties to raise the profile of the FDSS.
Pro-actively engaging and building networks across the relevant FDSS Stakeholder Outer Offices, ensuring introductions are made and relationships built and maintained.
Join and pro-actively engage in the Executive Assistant (EA) community groups to share knowledge and experience.
Support to FDSS Leadership Team and Workstream Leads, including but not limited to:
Monitor the FDSS Multiuser and FDSS Diary Multiuser on a regular basis (at least twice per day) in accordance with the Standard Operating Procedure (SOP).
Co-ordinate the FDSS Workstream Leads weekly meeting, ensuring documentation to support the meeting is prepared and issued to attendees 48 hours in advance.
Co-ordination of all FDSS Events such as, but not limited to, Programme Dir Briefings and Programme Events, securing room bookings and setting up for the event at least 15 minutes prior to the start time.
Record and monitor a Record of Decisions and Actions from key Programme Director meetings, such as, but not limited to, the Programme Director 1* Weekly Meetings.
Completion of all BMO BAU activity and administrative tasks:
Act as a key point of contact for internal and external admin support requests, providing advice and guidance to complete within 48hrs of the request and escalating to more senior colleagues where appropriate.
Completion of the Civil Servant and Contractor on-boarding and off-boarding, to action any requests within 24 hours of receipt. Update the onboarding and offboarding tracker at each stage.
Assist with all aspects of Information Management: Responsible for maintaining an appropriate SharePoint file structure and ensuring compliance. Assisting Team members be added to the Teams site/remove people within 24 hours as they leave the team to ensure IKM/MOD compliance.
Please note, candidates will be redirected to the Civil Service Jobs website where you will need to submit your application form. Please note the closing date above is incorrect and cannot be amended so please check the closing date on Civil Service Jobs and allow enough time to submit your application form.
Co-ordinate Programme Director’s Diary, ensuring that all diary invites are responded to within 48 hours of receipt.
Manage all diary conflicts and ensure the deconfliction of any diary issues are resolved in a timely manner.
Update OneNote with diary meetings, providing relevant notes that will be used for discussion during those meetings for four weeks in advance. OneNote to be updated to reflect all diary changes as they are made.
Complete a final check of the following week’s diary and OneNote at the end of each working day to ensure it remains accurate.
Request content or briefing material from the FDSS Chief of Staff (CoS) to support meetings, to be included in OneNote where appropriate.
Book all required travel for the Programme Director, ensuring value for money for trips, and appropriate approvals have been obtained ensuring travel is compliant with Defence Travel Policy.
Ensure, when attending bases outside of ABW, that visitor passes, vehicle passes, and desks are booked in advance and provide a map to enable navigation around the base.
Stakeholder engagement co-ordination:
Develop and maintain an understanding of the existing FDSS Stakeholder landscape
Co-ordinate discreet and regular engagements with key stakeholders, in line with the Programme Director’s vision and intent, seeking clarity where required.
Building and maintaining own stakeholder networks:
Engaging with the relevant FDSS Stakeholder community and other interested parties to raise the profile of the FDSS.
Pro-actively engaging and building networks across the relevant FDSS Stakeholder Outer Offices, ensuring introductions are made and relationships built and maintained.
Join and pro-actively engage in the Executive Assistant (EA) community groups to share knowledge and experience.
Support to FDSS Leadership Team and Workstream Leads, including but not limited to:
Monitor the FDSS Multiuser and FDSS Diary Multiuser on a regular basis (at least twice per day) in accordance with the Standard Operating Procedure (SOP).
Co-ordinate the FDSS Workstream Leads weekly meeting, ensuring documentation to support the meeting is prepared and issued to attendees 48 hours in advance.
Co-ordination of all FDSS Events such as, but not limited to, Programme Dir Briefings and Programme Events, securing room bookings and setting up for the event at least 15 minutes prior to the start time.
Record and monitor a Record of Decisions and Actions from key Programme Director meetings, such as, but not limited to, the Programme Director 1* Weekly Meetings.
Completion of all BMO BAU activity and administrative tasks:
Act as a key point of contact for internal and external admin support requests, providing advice and guidance to complete within 48hrs of the request and escalating to more senior colleagues where appropriate.
Completion of the Civil Servant and Contractor on-boarding and off-boarding, to action any requests within 24 hours of receipt. Update the onboarding and offboarding tracker at each stage.
Assist with all aspects of Information Management: Responsible for maintaining an appropriate SharePoint file structure and ensuring compliance. Assisting Team members be added to the Teams site/remove people within 24 hours as they leave the team to ensure IKM/MOD compliance.
Please note, candidates will be redirected to the Civil Service Jobs website where you will need to submit your application form. Please note the closing date above is incorrect and cannot be amended so please check the closing date on Civil Service Jobs and allow enough time to submit your application form.