Contents Location About the job Benefits Things you need to know Apply and further information Location Kentigern House, 65 Brown Street, Glasgow, G2 8EX About the job Job summary Navy Command Headquarters (NCHQ) is the nerve centre of the Naval Service. It supports operations around the globe and provides the ships, people, aircraft and equipment to deliver the UKs defence policy. In Navy Command, our civil servants work alongside their military colleagues in jobs that matter; jobs which often have a direct impact on the quality of the operational capabilities we deliver. Roles can offer great job satisfaction and there are many opportunities to develop and progress both within the Ministry of Defence and across the wider Civil Service. The Submarine Directorate in Navy Command is responsible for all submarine in service capability and availability, including oversight of the Submarine Flotilla and Clyde Naval Base. The Clyde Capital Infrastructure Programmes (CCIP) comprise new build facilities and refurbishments to support current and future operations on His Majestys Naval Base (HMNB) Clyde. This includes Government Major Programmes & Projects. This is an exciting time to join the team, the delivery environment is both challenging and rewarding. We are seeking an Administrative Officer to support the CCIP Programme Management Office (PMO). This role is designed to assist with a variety of administrative tasks that span the PMOs core functions. Additionally, the administrative officer will provide general administrative support to other PMO areas, work across the wider network. This role offers an excellent opportunity for someone looking to gain valuable experience in a high-profile programme delivery environment. This position is advertised at 37 hours per week. Job description Administrative Support Provide administrative support to the PMO team, as required. Provide administrative support for programmes reviews across CCIP. Act as a sponsor for visitors to MOD offices, including issue of passes. Organise logistics for internal and external visits and briefings, ensuring that all facilities are set up. Arrange IT equipment as required. Support document and information management, maintenance, and organisation of filing systems on SharePoint. Ensure documents are easily accessible and up to date and comply with MOD Policy. Monitor and order office supplies, such as stationery, to ensure that the team is fully equipped. Secretariat and Meeting Support Offer secretariat support by arranging meetings and booking venues across various locations. Support PMO to setup and facilitate meetings, as appropriate. Record minutes, assist with the preparation and distribution of meeting papers; including following up actions, as appropriate. Ad-hoc Support for PMO Functions Undertake any other tasks reasonably expected at this grade to support the PMO and contribute to the smooth running of the office. Support with new start orientation, as required. Person specification Essential Experience: Strong IT skills, with proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Share Point, and the ability to learn new systems quickly. Effective organisational skills, with the ability to manage workload, prioritise tasks and manage multiple responsibilities at a face pace. Excellent communication skills, both written and verbal. Desirable Experience: Experience of supporting high level meetings including minute-taking and maintaining accurate meeting records. Previous administrative experience in a project or programme delivery environment. Experience of Project Delivery reporting systems such as Power BI. Behaviours We'll assess you against these behaviours during the selection process: Working Together Seeing the Big Picture Managing a Quality Service 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. Things you need to know Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience. Candidates can apply online via the Civil Service Jobs website by completing the application form before the deadline shown. Apply using the Civil Service Jobs apply button, filling in all required details in all sections. Using the Success Profiles link for information on format and style, ensure you provide evidence for all Behaviours and Experience sections requested in the appropriate competency style. Sift Stage Candidates will be required to complete an online CV template to include job history, full details of education and qualifications and previous experiences and skills. Please also include any relevant responsibilities and achievements. Candidates will be required to complete a Statement of Suitability/Personal Statement of no more 250 words, providing details relevant to the essential and desirable experience in the job advert. The requirements for the role have been bench marked and these will be used to sift all candidates, with those meeting the minimum requirements invited to interview. Feedback will only be provided if you selected for an interview. Interview Stage At interview, you will be assessed against the following Success Profiles Behaviours: Working Together Seeing the Bigger Picture Managing a Quality Service You will also be assessed on the Success Profiles of Strengths. Further Information Candidates who are found to meet an acceptable standard at interview but are not successful in one of the advertised posts may be considered for similar roles within the Business Unit. You will also be expected to achieve Security Check clearance for this role. It is anticipated the sift for this role will take place w/c 13th of January and interviews w/c 27th of January/3rd of February. 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-Resourcingteam3mod.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. 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 Open to UK nationals only. 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 : Clyde Capital Infrastructure Programme Resource Team Email : navysm-dirclyderesourcemod.gov.uk Recruitment team Email : dbscivpers-resourcingteam3mod.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: infocsc.gov.uk. Attachments 22_0656 Navy Applicant guide A4 - Digital Opens in new window (pdf, 2922kB) Candidate Information updated Opens in new window (docx, 31kB) EXTERNAL PACK Opens in new window (pdf, 1562kB) Share this page Print Email Facebook Twitter LinkedIn GMail