Contents Location About the job Benefits Things you need to know Apply and further information Location Forthview House, 30 Hilton Road, Rosyth, KY11 2BL About the job Job summary About the Defence Infrastructure Organisation (DIO) DIO cares about the Defence estate. We are a dynamic organisation that responds to the evolving needs of our military personnel in the way they live and work. We are proud to be the expert partner Defence needs for all their infrastructure requirements. From large scale infrastructure to everyday facilities management, our activities focus relentlessly on our customers. We deliver value for money, and consistently innovate to find proactive solutions to meet their needs. We meet our objectives as one team; capable, curious, collaborative and committed. About Regional Delivery Scotland and Northern Ireland (RD S&NI) Responsible for the delivery of facilities management, contract assurance, construction projects and infrastructure advice to meet the operational and support requirements of DIOs customers on military sites across the region. This includes those within the Command Infrastructure Delivery Plan (CIDP) which is the agreed works programme for each year. In addition, Regional Delivery delivers Hard and Soft Facilities Management (including planned and reactive maintenance) to the DIO Managed Estate, including the provision of site-based advice and delivery support. Summary of roles We are delighted to announce the re-launch of our Business Support Team and this is an exciting opportunity to be part of the dynamic and flexible new Team. We are looking to recruit 3 critical support roles - Business Support Officer, Personal Assistant and Receptionist. Reporting to Business Support Team Manager, the successful candidates will provide a range of key services to building residents, RD S&NI colleagues, DIO business units and the wider Ministry of Defence. These are all varied and interesting roles, providing support services to approximately 250 personnel based at Forthview House and to over 130 RD S&NI colleagues located at sites across the region. All positions are advertised at 37 hours per week and are full time office based. Job description Overview of key services for each role - View individual job descriptions for more details: Business Support Officer Monitor and respond to general queries and business support requests by email, phone or in person Manage facility related contracts and bill payments including invoices, purchases, accounts maintenance as designated holder of payment and credit cards Manage fleet of pool cars including all servicing, maintenance and reporting Oversee pool car and hire vehicle bookings, conduct driver checks and updating driver packs with any policy changes Issue, order and support IT hardware and office equipment Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue Procure stationery and building consumables and maintain stock levels accordingly Personal Assistant Provide PA duties for the Head of Regional Delivery S&NI (1) Attend senior management meetings and take away actionable items Manage 1 emails, flagging urgent issues, highlighting deadlines and reminders and filing as appropriate Manage 1 diary to optimise availability, arrange, cancel and rearrange meetings Use OneNote to share agendas and meeting papers prior to meetings Organise travel arrangements for 1/senior leaders according to policy and budgets Any other ad-hoc duties with regards to the PA role, as requested by the 1 Support Business Support Team colleagues and cover Reception Receptionist Provide a professional, friendly and efficient front of house Reception service whilst ensuring compliance with building security Answer and respond to general queries and support requests received by email, telephone or in person Maintain building, room and email contact lists Issuing security fobs and providing access to key safe areas Issue printing fobs and office equipment Process incoming and outgoing post, parcels and arranging confidential waste collections Support Business Support Team colleagues and services All roles will required to: Monitor and action emails received in Business Support group mailbox Provide a range of business and building support services including reporting of building faults, liaising with building contractors and assist building residents and visitors. Arrange and confirm pool and hire car bookings, issue / return of keys and fuel cards Issue building security fobs and update the Access Control Database Process incoming and outgoing post, parcels and arranging confidential waste collections Administer and update web pages and SharePoint sites ensuring accurate filing and changes to documents Fire warden for designated building zone and assist with weekly alarm testing Cover Reception Desk and Business Support duties as and when required Person specification We are looking to create a professional, dynamic and flexible new Team so ideal candidates for all roles must be able to demonstrate the following essential criteria: excellent communication skills and the ability to build strong relationships with colleagues, customers and stakeholders skilled in managing and prioritising multiple tasks ability to use initiative and problem-solve as required high level of attention to detail a proactive approach to setting up new systems and processes and willingness to learn new technologies skilled user of Microsoft Office suite in particular Teams, Outlook, Word and Excel professional with a flexible and collaborative approach to working in a team If you meet this criteria and thrive in a dynamic setting then we look forward to your application. Please state in your Personal Statement which of the Business Support Team role(s) you wish your application to be considered for. Behaviours We'll assess you against these behaviours during the selection process: Managing a Quality Service Delivering at Pace Communicating and Influencing Working Together We only ask for evidence of these behaviours on your application form: Managing a Quality Service Communicating and Influencing 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% 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 and Experience. Interviews will be held face to face at Forthview House, Rosyth. In the event that a large number of applications are received, the sift will be carried out on Personal Statements. Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience. Candidates will be required to provide a statement of suitability. (250 Words) At sift, you will be assessed against your CV and Statement of suitability and the following: Managing a Quality Service Communicating and Influencing During the Interview stage, candidates will be assessed against the following behaviours; Managing a Quality Service Communicating and Influencing Delivering at Pace Working Together When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected. 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. CANDIDATE INFORMATION Please read this document prior to completing your application. Please note: internal candidates must include their staff number when prompted during the application process. Should you have any queries relating to the vacancy information or sift and interview process, please contact the recruiting line manager using the contact details listed on the vacancy. Please do not direct vacancy related queries to the recruitment team as they will be unable to advise. FURTHER INFORMATION CVs Should the selection process require a CV, you will be prompted to complete the required criteria during the application process. CVs sent directly to the recruiting line manager will be deleted immediately to maintain anonymity. Civil Servants (all grades) Applicants should monitor their Civil Service Jobs application centre regularly for updates. Some of MoDs Terms and Conditions of Service (TACOS) changed from 3 February 2014. Those TACOS changes applied to Broader Banded and Skill Zone staff who were new recruits to MoD or who were appointed to a post on substantive promotion, progression or advancement. On the same basis, the TACOS for Departmental Retained Grades changed with effect from 01 September 2014. Applicants should be aware that any move across the Civil Service on or after 5 October 2018 may have implications on an employees ability to carry on claiming childcare vouchers. Please see link below to Civil Service Recruitment Principles http://civilservicecommission.independent.gov.uk/wp-content/uploads/2018/03/RECRUITMENT-PRINCIPLES-April-2018-FINAL-.pdf Please see the MOD Privacy notice which informs how we will use your personal data, explains your rights and gives you information you are entitled to under Data Protection legislation. https://www.gov.uk/government/publications/ministry-of-defence-privacy-notice/mod-privacy-notice Non Civil Servants All employees joining MOD who are new to the Civil Service will be subject to a 6-month probation period effective from the employment start date. COMPLAINTS Please be aware that the selection and interviewing of applicants is the responsibility of the Recruiting Line Manager (RLM) and not the Defence Business Services (DBS) Resourcing team. DBS does not play any part in the selection and interview process itself. Therefore, if you wish to discuss your feedback, or you are dissatisfied with your markings, you should in the first instance raise this with the Recruiting Line Manager of the vacancy. 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 FOR EXTERNAL VACANCIES 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 Cabinet Office Fraud Checks Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant whose details are found to be held on the IFD will be refused employment. 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 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) (opens in a new window) 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. 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 : Naomi Scott Email : naomi.scott131mod.gov.uk Telephone : 07974580258 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 20220105_ DIO Ops SDN Business Support Officer 00186291 Opens in new window (docx, 95kB) 20230206-DIO Ops SDN Personal Assistant 00128121 Opens in new window (docx, 95kB) 20220105-DIO Ops SDN Receptionist 30038740 Opens in new window (docx, 118kB) DIO Candidate Information Guide Opens in new window (pdf, 1963kB) Share this page Print Email Gmail Facebook LinkedIn