Personal Assistant (x5)

Job summary

Do you want to work on one or the most exciting transformation projects in the public sector?

The Defence Housing Service (DHS) is being created through the Armed Forces Bill to deliver a step-change in housing for the UK’s Armed Forces and their families following the publication of the Defence Housing Strategy on 3 November 2025, which marked the most significant change to Armed Forces housing in over 50 years. DHS will bring a dedicated focus to improving the homes, communities and lived experience of Service personnel, placing families firmly at the heart of everything it does.

This is one of the most ambitious housing transformation programmes in the UK today. Backed by a £9.2 billion investment, DHS will modernise tens of thousands of homes, introduce a more proactive and customer-focused approach to maintenance, and unlock new opportunities to develop housing on Defence land. DHS will have the focus and agility to deliver change at pace, combining public service values with greater flexibility to build the skills, systems and partnerships needed for the future.

This is a rare opportunity to be part of shaping its culture, influencing how it works, and helping deliver lasting improvements for Service families across the UK.

The Defence Housing team is currently part of the Defence Infrastructure Organisation (DIO), who respond to the evolving needs of our military personnel, and the ways in which they live, work, train and deploy. We are proud to be the expert partner Defence needs for all their infrastructure requirements. From large scale infrastructure projects such as runways for the F35 fighter jets to net carbon-zero accommodation for our Service families, our activities focus relentlessly on our customers, and our outputs are unique in the UK and across the globe! DIO , What we deliver every day.

The future delivery model for this team is currently under review and may change as part of potential organisational developments. This could include the team or function transferring to a different employer or organisational structure in the future. Should activities transfer out of the Ministry of Defence existing employees transferring with those activities will maintain the same or substantially the same terms and conditions of employment.

Job description

We are looking to recruit 5x Personal Assistants to provide high-quality administrative and secretarial support to senior leaders across the organisation. In these roles, you will manage busy and complex diaries and inboxes, coordinate priorities, arrange meetings, and ensure the smooth running of daily business activities. Working proactively, professionally, and with discretion, you will play a vital role in enabling your principal to operate effectively and deliver departmental objectives.

What you’ll be doing;

• Manage a busy and complex inbox, prioritising correspondence, identifying urgent issues, and ensuring actions and deadlines are met.
• Proactively manage diaries, coordinating appointments and responding quickly to changing priorities and business requirements.
• Organise and coordinate virtual and face-to-face meetings, ensuring attendees have the necessary joining instructions, agendas, and supporting information.
• Build and maintain positive working relationships with colleagues, senior leaders, and key stakeholders across DHS, MOD, and partner organisations.
• Maintain accurate records and registers, including gifts and hospitality declarations, in line with organisational policies.
• Operate effective action-tracking and bring-forward systems to ensure commitments, deadlines, and follow-up actions are completed on time.
• Act as a first point of contact for enquiries, handling correspondence professionally and directing requests as appropriate.
• Arrange travel and accommodation for senior leaders, including rail, flights, car hire, drivers, and hotels, ensuring compliance with policy and value for money.
• Provide comprehensive secretariat support, including booking meeting rooms, coordinating attendees, managing visitor arrangements, and supporting the delivery of meetings and events.
• Maintain accurate electronic filing and record-management systems, provide cover for colleagues during periods of absence, and ensure effective handovers to support business continuity.

This role is advertised as a full-time position of 37 hours per week. We recognise the benefits of flexible working and are open to discussing job share arrangements with suitable candidates. Regular in person attendance is required (this is expected to be approximately 60% of your working week) to promote the benefits of face-to-face collaboration alongside flexibility of hours to support work-life balance and business need. Initially, you may be expected to attend more frequently to familiarise yourselves with the site, the team, and your role.

Whilst these roles will be based in Lichfield, occasional travel to other DHS sites will be required to meet business needs. Advance notice will be provided to support travel planning.

Person specification

To be successful with your application, you'll need to show that you meet the following essential criteria:

• Excellent written and verbal communication skills, with the ability to communicate effectively with a wide range of audiences.
• Experience of building and maintaining effective working relationships with colleagues, customers or external partners.
• Proficient in Microsoft Office applications, particularly Outlook, with experience of managing complex diaries and meeting arrangements.
• Ability to manage multiple competing tasks, prioritise workload effectively and meet deadlines in a fast-paced environment.
• Strong organisational skills, with the ability to coordinate meetings, events or activities and maintain accurate records and documentation.

Behaviours

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

• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 25 days’ annual leave plus one day a year up to 30 days after five years, and eight bank holidays
• An extra day off to honour the sovereign’s birthday
• Flexible and hybrid working wherever possible to support your work-life balance - attending site a few days each week will be required and encouraged, depending on your role and team.
• Market-leading employer pension contribution of around 28.97%
• Enhanced parental leave schemes
• Recognition awards
• Access to specialist training and funded professional qualifications
• Support for progression
• Huge range of discounts – plus more!

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be