DNO - Warhead Portfolio Office Assistant Head - #1688518

Abbey Wood: Bristol, AWE Aldermaston: Reading, Main Building: London

Job Summary

Do you want to be at the heart of real Defence issues and play a key role in the United Kingdom’s (UK) national security?

Established in April 2016, the Defence Nuclear Organisation (DNO) delivers nuclear capability to deter threats and protect our nation.

The DNO oversees all defence nuclear business (excluding operations) and is responsible for providing nuclear deterrence; sponsoring the Defence Nuclear Enterprise (all the organisations, programmes and people that sustain the UK’s nuclear deterrent); and advising on UK nuclear policy, planning and international co-operation on nuclear matters.

The UK’s independent nuclear deterrent has existed for over 60 years to deter the most extreme threats to our national security and way of life, and that of our NATO Allies. To ensure that we have a credible and capable nuclear deterrent for as long as the security situation requires, we are building four new nuclear armed submarines – known as the Dreadnought Class – and replacing our nuclear warheads. These renewal programmes will utilise world-leading technology and are a showcase in science and engineering, highlighting the prowess of British industry.

Here at DNO we strongly believe that diversity and inclusion is not only the right thing to do but is also essential for a thriving and successful organisation. We know that diverse teams bring a wide range of perspectives, experiences and ideas, which lead to better decision-making, creativity and innovation. We have a culture where differences are celebrated and our people feel supported, included and empowered. Join us and be part of an organisation that truly values diversity and inclusion and makes a positive impact on the world.

The Warhead Portfolio Management Office supports the Managing Director of the Warhead Group in delivering the Portfolio by collating Board-level performance and delivery insights about the health, risk, opportunity, and overall balance of the portfolio. Its role is to ensure the governance structure supports efficient delivery through a focus on dependencies, risks, and assumptions, and has the right information at the right time to take key decisions. The PfMO plays a significant role in ensuring the portfolio is accurately and clearly presented to aid communications and stakeholder engagement, and ongoing support for the mission.

This post can `be located at either Abbey Wood Bristol, AWE Aldermaston, Reading or Main Building, London. Frequent travel to London will be required.

This post is advertised at 37 hours per week.

Job Description

To lead on all aspects of delivering and running key Warhead Boards to a high calibre. Requiring an experienced and flexible self-starter with a strong level of planning and organisational skills, ability to build a supportive network quickly, to problem solve and attention to detail / quality control in a fast-paced environment to enable this.

Run and manage the Warhead Portfolio Boards, including but not limited to:

• Leading, managing, administering, and providing high quality management of the Warhead Portfolio Boards including ensuring practical arrangements for the meetings, maintaining a forward plan of agenda items, preparing agendas, and preparing, checking and issuing timely and accurate actions and records of decisions,
• Ensure high quality information is issued to the Warhead Portfolio Boards by leading the preparation of Warhead Board papers/packs, one week in advance of each Board,
• Writing and distributing quality meeting minutes and actions,
• Commissioning and working with stakeholders for content, including working with the chairs and governance leads of subordinate Boards within the portfolio,
• Proactive responsibility and management of tasks within scope of the Portfolio Boards,
• Organising all aspects of the Boards to run smoothy, IT, access, Board packs etc,
• To advise and support the Chair as appropriate to ensure they are sufficiently supported in carrying out their functions and meeting their objectives, including preparing chair briefings and arranging pre-briefing meetings,
• Establishing and maintaining the Board Terms of References,
• Agreeing Attendees/ stakeholder list for meetings,
• Ensure that all Warhead Board reports are stored appropriately and that systems are in place for logging and tracking decisions,
• Ensure that actions from meetings are communicated and are followed up by designated staff to ensure that issues raised are appropriately tracked; take ownership and management of any governance issues; take follow up or enact remedial actions if required,
• Maintain an up-to-date knowledge of technical competency areas and take a proactive approach to self-development and performance improvement; This is not meant to be an exhaustive list of duties. The need for flexibility, shared accountability and team working is required, and the role-holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.
• This post is responsible for three key critical Portfolio Boards (subject to Governance changes), with senior attendees up to and including 4*Senior Civil Servants including cross government representation.
• Hybrid and flexible working can be considered for this post but will need regular workplace attendance due to security constraints. Candidates are encouraged to discuss options with the recruiting line manager before submitting an application.
  
  

To lead on all aspects of delivering and running key Warhead Boards to a high calibre. Requiring an experienced and flexible self-starter with a strong level of planning and organisational skills, ability to build a supportive network quickly, to problem solve and attention to detail / quality control in a fast-paced environment to enable this.

Run and manage the Warhead Portfolio Boards, including but not limited to:

• Leading, managing, administering, and providing high quality management of the Warhead Portfolio Boards including ensuring practical arrangements for the meetings, maintaining a forward plan of agenda items, preparing agendas, and preparing, checking and issuing timely and accurate actions and records of decisions,
• Ensure high quality information is issued to the Warhead Portfolio Boards by leading the preparation of Warhead Board papers/packs, one week in advance of each Board,
• Writing and distributing quality meeting minutes and actions,
• Commissioning and working with stakeholders for content, including working with the chairs and governance leads of subordinate Boards within the portfolio,
• Proactive responsibility and management of tasks within scope of the Portfolio Boards,
• Organising all aspects of the Boards to run smoothy, IT, access, Board packs etc,
• To advise and support the Chair as appropriate to ensure they are sufficiently supported in carrying out their functions and meeting their objectives, including preparing chair briefings and arranging pre-briefing meetings,
• Establishing and maintaining the Board Terms of References,
• Agreeing Attendees/ stakeholder list for meetings,
• Ensure that all Warhead Board reports are stored appropriately and that systems are in place for logging and tracking decisions,
• Ensure that actions from meetings are communicated and are followed up by designated staff to ensure that issues raised are appropriately tracked; take ownership and management of any governance issues; take follow up or enact remedial actions if required,
• Maintain an up-to-date knowledge of technical competency areas and take a proactive approach to self-development and performance improvement; This is not meant to be an exhaustive list of duties. The need for flexibility, shared accountability and team working is required, and the role-holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.
• This post is responsible for three key critical Portfolio Boards (subject to Governance changes), with senior attendees up to and including 4*Senior Civil Servants including cross government representation.
• Hybrid and flexible working can be considered for this post but will need regular workplace attendance due to security constraints. Candidates are encouraged to discuss options with the recruiting line manager before submitting an application.
  
  

Person specification

Skills

• Be resilient and flexible. Working in a fast-paced environment, you must be at ease with rapidly changing deadlines, workloads and goals.
• Governance experience, with examples of previously running senior Boards.
• Confident working with senior staff
• Pro-active working
• Confident and can demonstrate capability to quickly learn about a complex organisation.
• Strong stakeholder management skills with a demonstrable ability to build a network of collaborative relationships across various organisations.
• Ability to understand a wide range of issues, with a need to switch focus regularly and prioritise, making the best use of yours and others time.
• Sound judgement and an ability to make effective decisions, sometimes without all the evidence.
• Excellent organisational skills and a desire to keep changing and improving.
• Strong interpersonal skills and approachable as a representative of the Portfolio Office.
• Excellent verbal and written communication skills
• Strong leadership skills, with the ability to lead a team/area
• Robust quality control and ability to review documents.
  
  

Desirable Qualifications

• Management of Portfolio (MoP)
• Managing Successful Programmes (MSP)
• Management of Risk (MoR)
• APM, PRINCE 2 or equivalent qualification
  
  

Behaviours

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

• Leadership
• Communicating and Influencing
• Seeing the Big Picture
• Working Together
  
  

We only ask for evidence of these behaviours on your application form:

• Leadership
• Communicating and Influencing
  
  

Alongside your salary of £59,690, Ministry of Defence contributes £17,292 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Benefits

We truly believe that the MOD is a great place to work, and we offer a unique employee experience. We want to ensure that every single employee feels appreciated & fairly rewarded and offer the following additional benefits:

• Learning and development tailored to your role and broader skill development, enabling you to build a long-term career in your chosen area. Where appropriate there will be offers of training under our apprenticeship schemes.
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• 25 days annual leave rising to 30 days upon completion of 5 years’ service
• On-site Gym (depending on site)
• Cycle Loan (Advance on Salary)
• Thank You Scheme
• Civil Service Sports Club (CSSC) Membership
• Defence Discount Service
• Defence Sports & Recreational Association (DSRA)
• On-site Nursery (depending on site)
  
  

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.

Candidates can apply online via the Civil Service Jobs website by completing the application form before the deadline shown.

Apply using the Civil Service Jobs apply button, filling in all required details in all sections. Using the Success Profiles link for information on format and style, ensure you provide evidence for all Behaviours and Experience sections requested in the appropriate competency style.

*Please note that not following the appropriate format will mean that you may be unable to reach the required grades for sift or interview*

At Sift, Candidates Will Be Assessed On The Following

• An online CV template to include job history, full details of education and qualifications and previous experiences and skills. Please also include any relevant responsibilities and achievements.
• Candidates are also required to complete a Personal Statement of no more than 750 words.
  
  

Behaviours: (250 Word Count)

• Leadership
• Communicating and Influencing
  
  

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.

If a large number of applications are received then the sift will be based on Leadership only. However, evidence should be provided against all behaviours requested.

The requirements for the role have been bench marked and these will be used to sift all candidates, with those meeting the minimum requirements invited to interview.

At Interview, You Will Be Assessed Against The Following

• Leadership
• Communicating and Influencing
• Seeing the Bigger Picture
• Working Together
  
  

Candidates who are found to meet an acceptable standard at interview but are not successful in one of the advertised posts may be considered for similar roles within the Business Unit.

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: [email protected] .

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.

Nationality Requirements - Further Information For Candidates

• This post is classed as ‘Reserved’ as per Civil Service Nationality Rules Section 3. In accordance with these rules, ‘only UK nationals may be employed in reserved posts in the Civil Service’[1] (Paragraph. 3.1).
  
  

UK National Definition

2. The definition of a ‘UK National’ can be found at Paragraphs. 1.4-1.8 of the Civil Service Nationality Rules.

Dual Nationals

3. As per Paragraph. 1.43 of the Civil Service Nationality Rules:

• ‘Candidates with dual nationality are in principle eligible for employment in the Civil Service provided that they meet the requirements in relation to one of their nationalities [i.e. UK National]. They may not be eligible, however, for employment in certain reserved posts where additional nationality requirements are imposed.’
  
  

Additional Restrictions For Reserved Posts

4. As per Paragraphs. 3.10-3.11 of the Civil Service Nationality Rules:

• Departments and agencies are entitled to impose additional requirements in reserved posts if this is considered necessary. This could include, for example, requirements as to the residency of the applicant or the nationality of one or both parents of the applicant.’
  
  

5,As the post holder will have access to very sensitive information, there are limitations on travelling to a small number of countries and we will undertake additional security checks as part of the recruitment process. Applications from candidates with close connections to certain countries may take considerably longer to process or, in some cases, result in a withdrawal of an offer of employment. Further details will be provided at the conditional offer stage.

[1] Irish nationals and Commonwealth citizens are also eligible for employment in reserved posts if they were in the Civil Service at 31 May 1996 or before, or were appointed from a recruitment scheme with a closing date for receipt of applications before 1 June 1996. (Paragraph. 3.1)

You will also be expected to achieve Developed Vetting clearance, above the normal clearance level expected for the MoD.

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 developed vetting (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 developed vetting (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

Open to UK nationals only.

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 : DNO External Recruitment
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

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: [email protected].