Administrative Officer posts within Headquarters Military Secretary

Contents

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

Glasgow, Scotland, G2 8EX

About the job

Job summary

An Administration Officer in the MOD supporting the Army main responsibilities will vary from post to post but they will include:

Engaging with a wide range of stakeholder both military and civilian in an appropriate manner, while demonstrating and promoting MOD policies and practices.

Keeping stakeholders regularly updated and making sure appropriate timescales are maintained.

Ensuring all documentation is stored in the correct way, with correct classification.

Maintaining various electronic data management systems (Oracle based products), SharePoint, electronic filing, and regular cleansing of out-of-date records. Having a sound understanding of Microsoft packages.

This recruitment campaign is specifically seeking to fill Administrative Officer posts in the Army Personnel Centre (APC), Glasgow. The APC is a military-led but largely civilian organisation responsible for managing the careers of the Army’s personnel, and for assigning them into posts. Staff at all levels can genuinely make a difference to the lives of our Service Personnel, which makes for a satisfying work experience.

You should be aware that roles in the Army Personnel Centre require staff to undertake a week-long training course on the Army’s career management software. This includes any candidates applying for a part-time post or applying for a full-time post on a part-time basis – you will need to alter your working hours for one week to enable attendance on this course within 3 months of starting the job.

We will keep a reserve list of all candidates who pass the interview and you may be contacted within 12 months regarding other possible Administrative Officer vacancies in the area

This position is advertised at 37 hours per week.

Job description

Work will vary depending on the actual role, but you can expect the work to include:

• Managing Email correspondence.
• Electronic file management and records maintenance.
• Use of Microsoft Office programmes.
• Data entry and data consolidation.
• Production of routine reports.
• Use of bespoke IT systems (full training would be provided).
• Provide routine advice and guidance on matters related to your area of work.
• Communicating with colleagues/contractors/customers and others.
• Other routine administrative tasks.

You should be aware that the Army Personnel Centre is currently undergoing a workforce redesign project and this may impact on roles and tasks in the future.

We will keep a reserve list of all candidates who pass the interview and you may be contacted within 12 months regarding other possible Administrative Officer vacancies in the area

Person specification

We are looking for individuals who are comfortable working within a team and collaborating to ensure the successful delivery of tasks. You will require good organisational skill and attention to detail to deliver effectively in these roles. Finally, you will be using Microsoft applications on a daily basis and will therefore need to be conscious of data protection and the correct management of sensitive data.

Behaviours

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

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

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

• Working Together

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £6,745 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%

The Army prides itself on being a supportive employer and where possible encourages flexible working, helping you to maintain a great work/life balance.

Other benefits for Army civil servants include: 

• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
• Highly competitive pension scheme
• Personal and professional development of skills
• Alternative working patterns for many roles
• Access to the Employee Assistance Programme (EAP), a free service that assists you with achieving a productive, healthy environment that is conducive to a healthy lifestyle.
• Enhanced parental and adoption leave
• 6 days special leave per year which can be used for volunteering activities
• Learning and Development

We believe that everyone has the potential to make a difference and you will be supported to help you learn and advance in your career. This includes working towards membership of a professional body and/or undertaking a modern apprenticeship as part of your role.

The Army Personnel Centre has a well-equipped gym and on-site changing facilities, and staff can also participate in sports and social clubs.

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.

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 : Mrs Lorna White, Mr Paul Kennedy
• Email : APC-Sp-CWA-Recruitment@mod.gov.uk

Recruitment team

• Email : DBSCivPers-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.

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