Job Description

Brook Street are working in partnership with The Ministry of Defence (MOD) in their search for a Personal Assistant (PA) to join their administrative support team.

Personal Assistant:

Assignment Length: 6 months initially, this role is highly likely to be extended to 12 months and will potentially go permanent.
Pay rate: £12.99 at an hourly rate, paid weekly
Working arrangements: Office-Based, full time Mon-Fri role (37 hours per week)
Parking: On-Site Parking and on main bus route
Start Date: ASAP
Location: Forthview House, 30 Hilton Road, Rosyth, Fife KY112BL

Summary of the Role:

To provide Personal Assistant/Administration Hub assistance within Forthview House, as part of Regional Delivery for Scotland and Northern Ireland, within the Defence Infrastructure Organisation.

The Personal Assistant/Administrative Hub assistant will support the overall management across RD SNI. Key responsibilities for the role include, but are not limited to:

• To provide PA duties for the DIO Head of Regional Delivery (1*)
• To provide Admin Support duties for the DIO Deputy Head of Regional Delivery (Regional Manager)
• To provide general Administrative Hub duties and Reception cover, as and when required
• Any other ad-hoc duties requested by the Line Manager
• Attend Monday Morning "Heads Up" meeting with 1* and B1's. Take away any actionable items i.e., meeting requests and complete.
• Manage 1* emails, flagging up urgent emails and emails with deadlines. Set reminders for these and if needed, make time in calendar to ensure all actions are completed
• Make, cancel and rearrange meetings, and if necessary, liaise with other PA's/Organisers to ensure meetings do not clash, to facilitate a favourable outcome
• Make use of One Note to upload Agenda and all meeting papers, so as they are readily available
• Make use of HRG Booking system to organise all travel arrangements for the 1* and Senior Management Team when required, ensuring value for money is considered for each booking and ensure accommodation bookings are within the cap rate. Bookings are to be made as soon as the 1* itinerary is known
• Action cancellations immediately on receipt. Details of travel arrangements are then to be used to prioritise and accept/decline meeting invitations, seeking advice when required. Ensure all relevant documents are provided to the 1* prior to meetings
• Any other ad-hoc duties with regards to the PA role, as requested by the 1*
• Fulfil any other duties as requested by the Senior Management Team, occasionally booking travel etc
• Manage filing system within Outlook for 1* (correctly filing old emails based on need/priority)
• Attend Monday Morning "Heads Up" meeting with 1* and B1's. Take away any actionable items i.e., meeting requests and complete
• Manage B1 emails, flagging up urgent emails and emails with deadlines. Set reminders for these and if needed, make time in calendar to ensure all actions are completed
• Make, cancel and rearrange meetings, and if necessary, liaise with other PA's/Organisers to ensure meetings do not clash, to facilitate a favourable outcome
• Make use of One Note to upload Agenda and all meeting papers, so as they are readily available
• Make use of HRG Booking system to organise all travel arrangements for the B1 and Senior Management Team when required, ensuring value for money is considered for each booking and ensure accommodation bookings are within the cap rate. Bookings are to be made as soon as the B1 itinerary is known
• Action cancellations immediately on receipt. Details of travel arrangements are then to be used to prioritise and accept/decline meeting invitations, seeking advice when required. Ensure all relevant documents are provided to the B1 prior to meetings
• Any other ad-hoc duties with regards to the admin support role, as requested by the B1
• Fulfil any other duties as requested by the Senior Management Team, occasionally booking travel etc
• Manage filing system with Outlook for B1 (correctly filing old emails based on need/priority)
• Cover Reception Desk when required, assisting visitors and answering general questions via email, telephone or in person
• Report any building faults to the Mitie Helpdesk, logging all calls onto the Helpdesk Register
• Assist with incoming/outgoing mail, using the Royal Mail Online Business Account as required
• Monitor DIO-AminHubForthviewHouse group mailbox and action requests for support
• Assist with weekly fire alarm test

Skills Required:

The team are looking for a highly organised and proactive Personal Assistant to support our Director and Regional Delivery Manager. The ideal candidate will possess exceptional communication skills, both written and verbal, and have the ability to manage complex schedules and correspondence. Key skills include strong organizational abilities, attention to detail, and proficiency with office software and tools.

The successful candidate will demonstrate discretion and confidentiality, excellent time management, and problem-solving capabilities. Strong interpersonal skills and the ability to work independently while managing multiple priorities and inboxes are essential. Previous experience in a similar role is preferred. If you excel in a fast-paced environment and enjoy a diverse and interesting workload then we invite you to apply.

Please note if you have not been contacted regarding the position within 7 days of submitting your application, please assume you have been unsuccessful.

Brook Street are proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.