Administrative Support

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

RAF Menwith Hill, Harrogate

About the job

Job summary

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!

You will be working in a friendly and supportive team in a reactive and varied role. You will need to have good IT and organisation skills, and the flexibility to turn your hand to different tasks as the situation demands. You will provide daily support to the Executive Office and wider DIO team. The position is customer facing and will suit those who have an ability to communicate well to a diverse group of customers. 

This position is advertised at 37 hours per week. 

Job description

DIO RD USVF operate within a centralised Head Office at RAF Wyton and 2 regions East and West which span 6 major sites; RAF Lakenheath and RAF Mildenhall in the East Region and RAF Alconbury, RAF Croughton, RAF Fairford and RAF Menwith Hill in the West Region.

No two days are the same as we support the United States Visiting Forces (USVF) in the UK. Our outputs include the delivery of works; developing and implementing DIO/US Civil Engineering joint policy and procedures and undertaking Estate Stewardship on behalf of the Secretary of State to ensure the estate is Safe and Legally compliant. The DIO Admin Officers will provide business support services to USVF site personnel.

Person specification

Leadership and Management : Support line manager in delivering departmental goals. Ensure local compliance with mandatory requirements e.g. H&S training.

Promote strong working relationships both with the team and other teams across DIO and MOD.

Security: Focal point for DIO Staff, DIO Contractors and United States (US) Security Office for Base Pass Access. Processing Security Clearance paperwork for DIO Contractors, ensuring mandatory paperwork is checked and approved before arranging Security Clearance (SC) case to be raised with United Kingdom Security Vetting (UKSV). Act as the liaison for UKSV for to ensure the individuals complete necessary checks within the time restraints and hasten any outstanding further information requests. Produce and action authorisation paperwork for Base Access passes to be issued by the USAF Security Office. Update local Security Tracker.

Finance Support :Process recharges to recover monies from the USVF and track and record actions taken. Liaison with US Client on funding related issues.

General Administration: Provide business support services to all USVF site personnel. Responsible for records/file management, ensuring all documents are filed in SharePoint in the correct format and hard copy files are maintained and archived files in accordance with record management policy. Responsible for the collection, dispatch and processing of incoming and outgoing mail. Maintain office telephone lists.Ordering of stationery requests. Deputy Authorising Demanding Officer for site pool cars. Focal point for Hot Desk and Conference Room bookings. Provide admin support to line manager and Senior Management Team as required including minute taking

Behaviours

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

• Delivering at Pace
• Making Effective Decisions
• Working Together
• Communicating and Influencing

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

• Delivering at Pace
• Working Together

Benefits

Alongside your salary of £26,235, Ministry of Defence contributes £7,600 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 employer contribution of 28.97%

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. 

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 : Howard Calvert Executive Officer RAF Menwith Hill
• Email : [email protected]
• Telephone : 01423 777267

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].

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