Catterick Garrison, DL9 4EN
We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern workspaces will give you the opportunity to enjoy a healthy work-life balance, while ensuring you deliver your outcomes effectively and efficiently – we expect you to know where to be to have the most impact, balancing your individual needs with that of your team and the organisation. However, recognising the benefits of face-to-face working, especially for new joiners, there is an expectation that you would be in the office at least 80% of the time (4 days a week) although this is subject to the Business needs and you may be required to be in office 100% of the time on occasions.
Job Summary
The Ministry of Defence employs over 50,000 Civil Servants. Within that, the Army employs around 7,000 Ministry of Defence Civil Servants located at over 300 locations. Ours is a diverse workforce, with roles ranging from trainers, human resources, teachers, and psychologists to storekeepers, financiers, project and programme managers, and policy secretariat staff. There are many different functions and professions delivering key outputs for the Army.
We are currently recruiting for an Office Manager, who will have day-to-day functional control of the Battalion Regimental Administration Office, with line management responsibilities of the clerical staff and providing technical assistance on all Personnel Administration matters. We are looking for an effective and confident communicator to join our dynamic and fast-paced small team of dedicated civilian and military permanent staff, in a team where all are valued and encouraged to contribute to the wider execution and improvement of the establishment’s outputs and processes.
This position is advertised at 37 hours per week.
Job Description
The Office Manager will exercise functional control over the Regimental Administration Office clerical staff and provide technical assistance for staff on all aspects of administration, ensuring all pay and personnel matters for recruits and permanent staff alike are actioned and maintained to the highest of standards.
Duties Will Include:
Civilian management functions
* Line Manager for Administrative Officer grades in the Regimental Administration Office Detachment
* All civilian personnel recruitment
* All sickness absence
* All annual leave, special paid leave, and parental/paternity leave
* Personnel Information
* Complete mid-year and annual appraisal process for staff within your management chain
* Training and development
* Audit of Flexible Working Timesheets
Administration of military personnel
* Functional control of the Regimental Administration Office Detachment and supervision of the delivery of personnel and unit administration by both military and civilian administrative staff. Technical line manager and trainer for admin processes including all data input and extractions from the bespoke HR system, as directed by the Regimental Administrative Officer
* To ensure compliance with policy including the assurance and compliance of mandatory management checks utilising all software packages available.
* Produce management/administrative reports and returns as required
* Detailed preparation of the Regimental Administration Office for any external inspections or visits
* Expense Auditor
* Manage access rights to bespoke software packages for military staff
* Maintain unit register by allocating staff to their respective companies to enable the Chain of Command to manage their company commitments and retain readiness
* Run recruit intake admin day to ensure all information is gathered for the HR System
Clerical Support
* Organise and chair staff meetings
Health And Safety Responsibilities
* Responsible for the health, safety and welfare of subordinate staff
Electoral Registration
* Act as focal point in response to initiatives from the Electoral Commission encouraging personnel and their families to vote
* To ensure new entrants are made aware of the procedures and options for registering to vote
Within the first 6 months of taking up to the role you will be required to complete the following courses:
* All Line Management Training
* IPAC Fundamentals Course
* IPAC Role Specific modules
Person specification
Essential:
* Ability to communicate effectively and confidently
* Experience with Microsoft Office 365 products
* Ability to work collaboratively
* Good attention to detail
* Ability to work with customers and stakeholders to understand and manage their needs and expectations
Desirable:
* Previous experience of bespoke Military Human Resources computer systems
* Previous line management experience
Behaviours
We'll assess you against these behaviours during the selection process:
* Managing a Quality Service
* Making Effective Decisions
* Leadership
* Communicating and Influencing
We only ask for evidence of these behaviours on your application form:
* Managing a Quality Service
* Making Effective Decisions
Salary and Benefits
Alongside your salary of £29,580, Ministry of Defence contributes £8,569 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
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
* Access to on-site Gymnasium
* Access to on-site retail and dining facilities
* Dog friendly work environment
* Free parking
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.
A modern apprenticeship is a combined package of work and training. Through the schemes available you will gain a professional qualification, practical experience, and the broader skills required to develop in your current role and pave the way for your future career.
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.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
At application you will be asked to provide a CV and a personal statement of no more than 500 words evidencing how you meet the essential criteria for the role. This will also be used at interview to test your experience.
At sift you will also be assessed against the following behaviours:
* Making Effective Decisions
* Managing a Quality Service (lead behaviour)
Applications will be sifted using all elements listed above, but in the event of a high number of applications, a sift will be conducted on the CV, Personal Statement and lead behaviour Managing a Quality Service.
At interview you will be assessed against the following behaviours:
* Communicating and Influencing
* Leadership
* Making Effective Decisions
* Managing a Quality Service
Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed but these will be held in person. We endeavour to keep to these time frames, but these are subject to change around business needs.
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: DBSCivPers-Resourcingteam3@mod.gov.uk.
As a result of the changes to the UK immigration rules which came in to 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. This role does not meet that category and we will not sponsor a visa. It 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.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
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.
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)
* 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.
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).
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: Suzi Bateson
* Email: suzi.bateson328@mod.gov.uk
Recruitment team
* Email: DBSCivPers-Resourcingteam3@mod.gov.uk
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. #J-18808-Ljbffr