Business Administration Officer

Contents

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

Southampton

About the job

Job summary

Are you experienced in Microsoft Office applications?

Do you enjoy working with data, especially with numerical data?

Would you ensure your work is of a high-quality standard?

If so, we are looking for a Business Administration Officer to join us at the Maritime and Coastguard Agency (MCA) and we’d love to hear from you! 

The Maritime and Coastguard Agency (MCA) implements the government’s maritime safety policy in the United Kingdom and works to prevent the loss of life and occurrence of pollution on the coast and at sea. 

Safer lives. Safer Ships. Cleaner Seas. 

Our vision is to be a world-leading organisation, accelerating the transition to sustainable shipping with non-negotiable safety standards. We put our people, our customers and our planet at the heart of everything we do. 

We are committed to giving all our colleagues purpose, professionalism and pride in what we do. We work in supportive, diverse and inclusive teams.

We want everyone to feel valued and supported to achieve their potential at MCA.

This culture of inclusion is underpinned by our staff networks groups covering, Women’s, LGBTQI+, Race, Carers, Mental Wellbeing and volunteer Respect Ambassadors.

Job description

The role sits within Seafarer Operations, part of the UK Customer Maritime Services Directorate. Seafarer Operations centres around the Certification and Endorsement of seafarers – essentially a licence to allow them to work at sea and onboard vessels.

Working as part of the Seafarer Operations Business Unit, you will provide administrative support to the Certification Operation who provide class leading customer service alongside the assessment of applications from seafarers for marine examinations and subsequent Certificates of Competency or Endorsements.

This Certification operation is fee earning and the role will primarily centre around the reallocation and handling of payments from seafarers, marine colleges and training providers. In addition, the role provides administrative support for other processes such as financial forecasting, data processing for analysis, reconciliation and other tasks which support the day to day business activities as well as change and continual improvement projects. 

You will use your excellent attention to detail to accurately handle each application ensuring a high standard of quality management whilst delivering at pace. 

This is a great opportunity for someone who is looking to start their career within the MCA or the Civil Service. You don’t need any maritime experience to join us, just a dedication to provide a high-quality service to the public.

Your responsibilities include but are not limited to: 

• Data processing and collation for business administrative tasks and projects to support the wider Certification Operation.
• Contribute to and provide support for other business administrative tasks such improvement of working practices, ensuring all work is performed in line with Business service standards. To process all accounts receivable from seafarers and companies and to ensure all monies are correctly recorded such as receipting all govpay payments, processing bank transfers, ensuring correct payments are taken.
• To recognise income by coding-off and re-allocating the monies paid by seafarers.
• To process refunds and deal with any over/under payments made by seafarers and companies.
• To create and maintain seafarer accounts on our financial system.
• Manage email inbox, process enquiries and deal with issues from seafarers, certification team, maritime colleges and shipping companies, whilst providing class leading customer service.
• Create invoices and issue receipts as requested by seafarers and companies.
• Update and manage Rolling Account entries and enter bank transfers and all relevant information onto the cash book.
• Complete weekly and monthly reconciliation of cashbook ensuring all transactions are up to date and balance.

For further information about the role and responsibilities, please see the attached role profile. 

Person specification

To be successful in this role you will have: 

• Experience using Microsoft Office applications (Outlook, Word, Excel).
• Experience working with a high level of attention to detail to ensure work is of a high-quality standard.
• Experience working with data, especially numerical.
• Experience providing excellent customer service via email.

Additional Information 

This role will be based in the Southampton HQ (or relevant office). MCA supports flexible working and operates a hybrid working model between home and office for this role, giving you greater flexibility over where and when you work. 

The expectation is that you will spend a minimum 60% of your working time based at your principal workplace or out on official business. Details of the arrangement will be discussed further with your line manager.

Behaviours

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

• Working Together
• Managing a Quality Service
• Delivering at Pace
• Developing Self and Others

Benefits

Alongside your salary of £23,847, Maritime and Coastguard Agency contributes £6,908 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance. 

Click here to get a copy of the MCA Staff Benefits Brochure

Find out what it’s like to work at the Maritime and Coastguard Agency 

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

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 : Joe Timmons
• Email : joe.timmons@mcga.gov.uk

Recruitment team

• Email : dftrecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: dftrecruitment.grs@cabinetoffice.gov.uk

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website Here

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