Personal Assistant & Specialist Coordinator

Swindon | Other

Personal Assistant & Specialist Coordinator

UK Defence Academy

Shrivenham, SN6 8LA

Part Time, Permanent (22.5 hours - 3 days per week)

£14,601 per annum plus benefits


Serco have an exciting opportunity for a Personal Assistant & Specialist Coordinator to join our team based at the Defence Academy in Shrivenham, Swindon. This is a dual role combined of the Personal Assistant (2 days a week) and Specialist Coordinator (1 day a week).


Main responsibilities include providing a personal and confidential high level administrative service to 1* Officer(s), a 2*/3* Officer and/or senior civil servant(s). You will be the frontline point of contact ensuring the efficient running of their office and meeting all the requirements for personal secretarial support.


Serco at the Defence Academy provides Facilities Management across all aspects of the site including Estates, Logistics, various Supporting Services, together with Cleaning, Catering and Waste Management through ESS.  


Duties for the role:

  • Prioritization of all incoming work as directed by the customer and the provision of induction and general housekeeping training for the customer as required.
  • Actively engage with induction processes to ensure the successful completion of own and colleague's probationary periods, supporting colleague development.
  • Assist Lead Admins/Specialist Coordinators/Team Leaders to undertake all required admin tasks, focussing on delivering service excellence.
  • Carry out administrative duties on behalf of senior personnel, ensuring compliance with internal policy and processes and relevant legislation.
  • Coordination and control of electronic diary, making sensible judgements based on knowledge and experience.
  • Develop an understanding of the business direction in relation to the Defence Academy and/or component needs.
  • Develop and maintain contacts in the MOD and Other Government Departments (OGD's) and understand their role.
  • Organising official entertainment and co-ordination of all necessary documentation to ensure functions remain within the strict budgetary guidelines.
  • Typing of MOD correspondence, audio typing, following local writing conventions.
  • Undertake project work, including undertaking research using internet or other tools and produce detailed reports for customer or Serco as directed.


What you need to do the job:

  • Good level of general education, with GCSE's (A-C) or equivalent in English and Maths.
  • Excellent communication using a variety of communication methods (spoken, written, behaviour).
  • Self-motivated and ability to work unsupervised and contribute to team effectiveness.
  • Proven organisation skills and ability to prioritise conflicting demands of the customer.
  • Flexible and adaptable.
  • Excellent customer service skills and ability to build and maintain relationships.
  • PC literate with a good level of experience in MS Office.
  • Previous high level administration experience.
  • Ability to demonstrate electronic calendar management.
  • Ability to achieve SC clearance within the first 3 months.


The Defence Academy sits within a beautiful and secure site which hosts 2 lakes and is surrounded by acres of scenic woodland. The Academy trains the future commanders and staff officers of all three UK Armed Services and those from many countries around the world. Other benefits of working on this site include:

  • Free, secure onsite parking.
  • Opportunity to join many sports and activity clubs (heavily subsidised subscription costs).
  • Gym membership, the site boasting 2 fully equipped gymnasiums.
  • Site also has a heated outdoor swimming pool (open May-Sep).
  • 18-hole golf course (annual membership circa £375).
  • Fully equipped riding stables, with the opportunity for lessons.
  • Other sporting facilities include tennis courts, Astro-turf football pitches and much more.


What we offer:

  • 25 days annual leave plus bank holidays and the chance to purchase additional days.
  • Serco discounts which include cinema, entertainment and online shopping discounts, cycle to work scheme and discounts on mobile phone plans and leisure centre memberships.
  • We are constantly challenging ourselves and each other to deliver brilliantly, and you will too, working in a company passionate about diversity and inclusion. 
  • A wealth of career development training to suit your future aspirations. These range from role specific training, leadership coaching, apprenticeships, formal study and much more to support you to build your career with Serco.


Why Serco

Meaningful and Vital Work - Everyone in our Defence business has an important role to play in the smooth operation of the UK's Armed Forces. Whether you're joining us from the military or from a civilian background, you'll take great pride in supporting the military and the care we take of our defence customers.


A World of Opportunity - With over 70 military contracts here in the UK and a wide variety of roles, Serco can offer excellent opportunities for progression, whether that's in Defence or in another part of our multi-sector business. We also support our teams with a range of training and accreditations, from apprenticeships to chartered statuses.


Great People - Within Serco you'll find diverse and inclusive people that are driven by the same can-do attitude and values of Care, Trust, Pride, and Innovation. We are proud of who we are as individuals - and of how we come together as one team.


About Serco

At Serco, not only is the nature of the work we do important, everyone has an important role to play, from caring for vulnerable people to managing complex public services.  We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone.


By joining Serco you will have unlimited access to our Global Employee Networks - SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. 


Are you interested in finding out more about a career in defence with Serco?

To discover more about the amazing careers at Serco, meet our team, what we offer and women in defence please follow this Link. We're also a signatory of the UK Governments Women in Defence Charter, to find out more please click here.



Please click on the apply button to complete your application. Occasionally we receive a large volume of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment. 


At Serco, we see people first and foremost for their performance and potential. We are committed to building a diverse and inclusive organisation that supports the needs of all. As such we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We are open to discussions around flexibility and flexible working. We are proudly Disability Confident Leader employers and holder of the Silver Inclusive Employer Standard. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. 


At Serco we support fair access to employment for those with unspent criminal convictions through the 'Ban the Box' pledge (some may be exempt due to the nature of the role and the security clearance required). Please contact our recruitment team directly on 0345 010 4000 to discuss.








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Contract Type
Expiry Date
20/10/2022 12:18:00
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