Ministry of Defence - View Jobs Description
Details
Reference number
367484
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 - Regional Delivery, Scotland and Northern Ireland
Type of role
Administration / Corporate Support
Working pattern
Flexible working, Full-time
Number of jobs available
1Contents
LocationAbout the job
Benefits
Things you need to know
Apply and further information
Location
Forthview House, RosythAbout the job
Job summary
The Defence Infrastructure Organisation (DIO) is a dynamic organisation that responds to the evolving needs of our military personnel enabling them to live, work, train and deploy. From large scale infrastructure projects, to everyday facilities management, our activities focus relentlessly on each of our customers and caring for the Defence Estate.We deliver value for money, and consistently innovate to find proactive solutions to meet their needs.
Regional Delivery (RD) is a key function within DIO providing a range of technical and specialist services both here in the UK and overseas. These include facilities management, contract assurance, construction projects, infrastructure advice and much more.
Based at Rosyth, the RD Scotland and Northern Ireland (RD S&NI) Admin Hub provides administrative services and assistance to over 200 Mo D and civilian personnel working from Forthview House and supports management of RD S&NI.The Admin Hub is relaunching so this is an exciting opportunity to join our new team and help shape the services it provides. The Hub plays a critical role within RD S&NI and delivers excellent administrative support and assistance across the function.
Key responsibilities of the Administrative Officer role include, but are not limited to:
- General administration duties
- Procurement and bill payments
- External training and professional fees
- Fleet, hire car and travel bookings plus other duties detailed in Job Description
This position is advertised at 37 hours per week and is office based.
Job description
Administrative Support- Monitor and action requests for support received through Admin group mailbox
- Report building faults to the Mitie Helpdesk and log all calls onto the Helpdesk Register
- Process incoming/outgoing mail, using the Royal Mail Online Business Account
- Manage meeting room, pool car and travel bookings
- Manage office Stationery store, order supplies and ensure adequate stocks are available
- Support Print Management contract within Forthview House
- Issue and maintain Security Fobs for entry, using the Access Control Database
- Update Forthview House and Admin Hub web pages and file manager
- Administer/assist with the maintenance of the Admin Hub Share Point site, to allow for collaborative working
- Cover Reception Desk when required, assisting visitors and answering general questions via email, telephone or in person
- Manage Royal Mail and Parcelforce invoices and accounts maintenance
- Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
- Designated holder of payment and credit cards allocated to specific budgets
- Manage and facility related contracts including ensuring all purchases are logged
- Procure and distribute building consumables and manage stock levels
- Issue Delegation Letters on behalf of the Regional Delivery Senior Team & draft letters from templates. Maintain and update registers of current Delegation holders.
- Maintain accurate records of all Facility Managers across Scotland and Northern Ireland
- Maintaining accurate records of all Head of Establishments for Scotland and Northern Ireland.
- Provide information to Strategic Support Manager, as and when required
- Maintain Security List of staff in DIO RD S&NI
- Order security passes for staff, including contractor staff when required
- Attend Security Training and keep up to date with requirements
- Ensure building fobs match the dates of the pass/or clearance, whichever is first.
- Assist in arranging Annual Security Threat Brief each year (issue invites to all staff), whilst maintaining accurate records
- Manage site pool cars, issue keys, fuel cards and authorise paperwork
- Book hire vehicles through online booking system
- Carry out checks on Driver Licences and Drivers Standing Orders
- Update drivers’ packs, with regards to policy changes etc
- Maintain accurate records of all routine checks on Fire Point and Fire Fighting equipment within Forthview House
- Carry out weekly testing of the Fire Alarm System, with assistance from other colleagues
- Conduct monthly visual checks on Fire Fighting equipment and defibrillators
- Check all Fire Routes and Exits remain unobstructed and Fire Doors function correctly. Report any faults as they occur and track until successfully completed.
- Maintain list of fire wardens and first aiders
Person specification
We are seeking a detail-oriented and efficient Administrative Support professional to join our team. The ideal candidate will have excellent communication skills, both written and verbal, and the ability to manage multiple tasks with ease. Key skills include strong organizational abilities with the successful candidate demonstrating attention to detail, problem-solving skills, and a proactive approach to dealing with office systems and processes.
The ability to work collaboratively in a team environment is important so if you thrive in a dynamic setting, we look forward to your application.Experienced with Microsoft Office Suite primarily Outlook, Excel, Word and Teams. Confident user of office equipment and IT with basic trouble shooting skills for common technical issues. Willingness to learn and use new systems and technologies.
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Seeing the Big Picture
- Delivering at Pace
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%
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.This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Applications will be sifted against the following:
- Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.
- Candidates will be required to provide a statement of suitability. (250 words)
At interview you will be assessed on the following Behaviours:
- Delivering at Pace
- Seeing the big Picture
- Communicating and Influencing
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 : Naomi ScottEmail : naomi.scott131@mod.gov.uk
Telephone : 07974 580258
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.