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Details
Reference number
366448
Salary
£24,985A Civil Service Pension with an employer contribution of 28.97%
Job grade
Administrative Officer
Contract type
Permanent
Business area
MOD - Defence Infrastructure Organisation - Estates - Specialist Teams
Type of role
Administration / Corporate SupportEstates
Knowledge and Information Management
Working pattern
Flexible working, Full-time, Job share, Part-time
Number of jobs available
1Contents
LocationAbout the job
Benefits
Things you need to know
Apply and further information
Location
Whittington - Lichfield WS14 9PY, RAF Wyton - Huntingdon PE28 2EA, Catterick DL9 3LR, Andover SP11 8HJ, Rosyth KY11 2BL and Plymouth PL2 2BGAbout the job
Job summary
Do you want to work for the Defence Infrastructure Organisation (DIO) and play a key role in keeping our country safe through caring for the Defence estate and those that depend on it? DIO manages the Defence estate, one of the UK’s largest and most diverse property portfolios, enabling the armed forces and Defence civilians to live, work, train and deploy.From net carbon-zero accommodation to runways for the F35 fighter jets, our outputs are unique in the UK and across the globe!
If you are looking for a new challenge working within a motivated and professional team, then DIO Estates is for you! Through collaboration with Military colleagues on one of the largest estates in the country, with an extensive overseas portfolio, you will have the opportunity of working on a diverse range of exciting, interesting, and often-challenging projects of National Interest in support of the UK Defence Mission.
The Role
We are seeking an enthusiastic Business Support Officer to join an established team. The successful candidate will be a customer focused team member, who will collaborate in delivering exciting, varied and often tight time-scaled administrative support for both Estates and the wider UK Ministry of Defence (MOD).
The MOD estate provides a wide variety of challenges to expand your business administrative skills and develop your knowledge in this unique estate environment.This is an exciting opportunity to join the established DIO Estate Safeguarding and Business Support Teams of highly skilled Administrative Officers and Managers, delivering support and advice to the Estates Team’s surveyors, managers, and wide range of customers.
The successful candidate will be allocated within one of the following roles:
- Safeguarding Assistant: Supporting the Safeguarding Assistant Manager with managing the safeguarding process, delivering the programme, and liaising with customers and external stakeholders. Assist in the delivery of safeguarding outputs including the assessment of development proposals involving the use of maps and charts.
- Business Support Team Assistant: delivering high-quality administrative support to their Team and wider Estates Divisions. Working within a fast-paced environment the role will support the Business Support Team Assistant Manager in managing a variety of workstreams and prioritising tasks.
This position is advertised at 37 hours per week.
Job description
Main Responsibilities
Both roles provide a high quality administrative and business support service, including but not limited to:
- Administrative support to the Estates Division
- Data management; record keeping, update and support to the maintenance of all operational data management systems, including processing online forms, documents and payments.
- Processing and issuing documents and input and maintenance of data and records onto in-house and Office 365 systems.
- Administration of local file management, both electronic and paper and Co-ordination of papers, team inputs and team data as required.
- Undertake administrative duties involving photocopying, filing and post as required and general office management processes.
- Analysis of data and information, problem solving and collaboration with team members and stakeholders to resolve issues.
- Communicating and providing advice, guidance, and support to customers and external stakeholders
DIO Business Area – Estates
The Defence estate is one of the largest landholdings in the UK and covers an estimated 1.8% of the UK land mass (200,000+ ha). This is complemented by a significant UK Defence presence overseas.Estates are the in-house real estate team within the DIO (part of the UK Ministry of Defence) supporting infrastructure needs across a high-profile Public Estate. We acquire, manage, safeguard, and dispose of Defence real estate. Our unique customer knowledge and insight of the Defence Estate enables our in-house team of property professionals to provide in-depth advice to our Military customers.
The Teams
Safeguarding Team, is the MOD lead for the formal consultation process through which MOD are engaged on development proposals. The team formulates and represents MOD safeguarding requirements on a diverse range of development sites, from house extensions to nuclear power plants, solar farms to oil rigs and offshore wind farms.The team covers the whole of the UK and can provide advice to operational overseas sites to ensure that MOD operational assets and interests including aerodromes, explosive storage sites, transmitter facilities as well as, maritime defence interests are not compromised by development.
DIO Estates Programme Management Office (PMO), is a pan-Estates team, which supports the Estates delivery programme and its delivery teams via centralised Data, Programme and Business Management.The Data Management Team (DMT), sits within the Estates Programme Management Office (PMO) and is accountable for the collation, organisation, and management of Estates data so that it is available for analysis in supporting business decisions and reporting.
The data management team also manage payments to landlords and invoicing tenants on the defence estate.
Location
The successful candidate will be expected to regularly attend their chosen duty station and will involve weekly attendance to the office for face-to-face meetings and collaboration. All sites will be considered whilst ensuring the location of the successful candidate can still meet the business and travel requirements of the role.Alongside the advertised locations, other DIO locations may be considered. Please state your location preference.
If travelling outside your base location for duty reasons, you will have access to flights, hire cars, rail tickets and overnight accommodation. You can also claim 45 pence per mile should you choose to use your own vehicle for business travel.
Travel may be required to carry out site visits where you may go on MOD Establishments, residential estates, building sites, agricultural land, training areas and firing ranges etc.
Person specification
Essential Experience:
- Excellent IT Skills, ideally with a good working knowledge of Office365
- Strong communication skills both verbal and written.
Desirable Experience:
- Working in a Defence environment
- Working within an office-based Team
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Making Effective Decisions
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
Benefits
Alongside your salary of £24,985, Ministry of Defence contributes £7,238 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- 25 days annual leave rising (1 day per year) to 30 days upon completion of 5 years’
service.
To learn more about our full range of benefits, view our Candidate Information Guide attached.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 Notice sets out how we will use your personal data and your rights.
Things you need to know
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.Should we receive a high volume of applicants for this post we will long-list applicants based on an agreed long-list scoring benchmark. Should those at the interview threshold benchmark not be successful at Interview we will proceed to consider applicants who met the long-list benchmark.
Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.
At application you will be assessed against the following:
Experience:
- CV including Job History, Full Qualification Details and Previous Skills & Experience: Please ensure that you explain all skills and experience that are relevant to the advertised roles as detailed within the Essential Experience within the personal specification section of the advert.
Behaviours:
- Managing a Quality Service
Behaviours:
- Communicating and Influencing
- Making Effective Decisions
We want to offer opportunities to all who are successful at interview for our roles, but this isn't always possible, so we do hold candidates on an active reserve list for 12 months. It is also possible that we may offer similar lower graded role/s to reserve candidates or, if no reserves are appointed, candidates that meet the lower grade criteria in merit order.
Application sifting is scheduled to take place on week commencing: 16th September 2024.
Interviews are currently taking place via Face to Face or remotely through a digital platform, this will be confirmed with the successful candidates who are invited to an interview and will be conducted week commencing: 23rd September 2024.A minimum of 2 full working days’ notice will be provided for interviews. We endeavour to stick to these dates, but these are subject to change around business needs.
To assist with your application please find attached below:
- DIO Candidate Information Guide
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.
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: DBSCiv Pers-Resourcingteam3@mod.gov.uk .
As a result of the changes to the UK immigration rules which came into 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.
The role currently being advertised has not been assessed as business critical and 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.
Feedback will only be provided if you attend an interview or assessment.
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 security check (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
This job is broadly open to the following groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window)
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.
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).Apply and further information
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 : Irene BernardEmail : irene.bernard522@mod.gov.uk
Telephone : 07867850329
Recruitment team
Email : DBSCiv Pers-Resourcingteam3@mod.gov.uk
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: info@csc.gov.uk.