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. The Business Support Team Manager supports the overall management across RD SNI. Key responsibilities for the role include, but are not limited to: Manage Rosyth Business Support Team based at Forthview House Building Manager, Lead Fire Officer and First Aid Co-ordinator Local Security Officer (LSO) Authorised Demanding Officer for fleet (ADO) Support to Head of Establishment (HoE) This is a varied and challenging role, providing business support services to approximately 250 personnel based at Forthview House and 130 RD S&NI colleagues located at multiple sites across the region. This position is advertised at 37 hours per week and is full time office based. Job description The Business Support Team is re-launching so this is an exciting opportunity to join our new team and help shape the services it provides. Reporting to the Strategic Support Manager, the Business Support Team Manager is based in Forthview House, Rosyth. The role manages a team of 4 staff who provide essential reception, business support and personal assistance services to building residents, RD and DIO colleagues and Regional Delivery Head 1. Manage Forthview House Business Support Team Line manage 4 staff (AO grade), providing support and guidance to carry out their duties, celebrate team successes and escalate issues. Promote strong working relationships both within the team and with service users Conduct weekly team huddles and regular team meetings. Oversee group mailbox and ensure all communications are actioned. Cover staff responsibilities/duties when required and maintain Reception opening hours. Ensure Forthview House Sharepoint page is updated so content is relevant and current. Review and challenge current local processes and implement improvements where appropriate. Building Manager, Lead Fire Officer, First Aid Co-ordinator Provide a safe, secure and comfortable work environment for residents and visitors. Ensure all defects/faults are reported via the Hard FM Helpdesk and liaise with Hard FM and contractors Attend weekly site meeting with Hard FM and contractor representative. Attend monthly Site Infrastructure Management Meetings Liaise with Soft FM Cleaning Team and ensure stocks of building consumables are maintained. Maintain accurate records of all Fire Point and Fire Fighting equipment within Forthview House. Maintain list of Fire Wardens for display throughout the building, provide support and arrange training. Ensure monthly visual checks are conducted of all Fire Fighting equipment within Forthview House. Conduct weekly testing of the Fire and Evacuation alarm systems. Conduct annual building fire and emergency evacuation exercises. Ensure all Fire Routes and Exits remain unobstructed, and Fire Doors function correctly. Maintain and display list of First Aiders, ensure first aid supplies are available throughout building. Conduct 6 monthly Health & Safety inspections, record findings and implement corrective actions. Ensure building footfall is within capacity and manage requests for office and desk space. Local Security Officer Arrange new starter accounts and hardware, transfer staff roles, leavers etc Maintain IT asset lists etc to ensure accurate records are available Order/return laptops, iPads, mobile phones and retain asset list of said items Assist colleagues with IT issues including password and bitlocker resets, hardware issues etc Support the rollout of IT equipment and maintain record of holders Oversee the ordering, distribution and return of office equipment, PPE and supplies, maintain records. Organise and attend Performance Review Meetings with Defence Digital (3 monthly) Authorised Demanding Officer (ADO) Oversee bookings and ensure authorised use of vehicles (White Fleet, Hire & Private use) in accordance with Ministry of Defence policy. Manage and co-ordinate all regular servicing, MOT and maintenance bookings for 14 pool cars using online system. Liaise with local vehicle contacts to arrange maintenance of pool cars, order consumables, collate receipts and communicate updates. Manage x2 pool cars based at Forthview House. Monitor vehicle booking system to ensure that all requests, invoices, charges and notices are checked and acted upon in a timely manner. Issue fuel cards, collate and file fuel receipts once matched with monthly invoices. Support Head of Establishment Provide regular building updates to HoE and escalate issues when required. Update and issue Business Impact Assessment and Business Continuity Plan. Provide general support as requested. Person specification We are seeking a line manager, with experience in managing a small team ,to lead the relaunch of the new Business Support Team. The ideal candidate will have excellent communication skills, both written and verbal, and the ability to manage and prioritise multiple tasks with ease. Essential skills and behaviours include strong organisational abilities with a calm and confident approach to problem-solving and fault resolution. A friendly manner is essential with the ability to communicate with all levels of staff, contractors and visitors. Candidates should display a keen desire to build and support the new team and deliver a great service to customers and stakeholders. The ability to work collaboratively is important so if you thrive in a dynamic setting, we look forward to your application. Good working knowledge of Microsoft Office Suite primarily Outlook, Excel, Word and Teams is essential. Confident user of office equipment and IT with basic trouble shooting skills for common technical issues. Willingness to learn and use new systems and technologies. Behaviours We'll assess you against these behaviours during the selection process: Leadership Communicating and Influencing Managing a Quality Service Delivering at Pace We only ask for evidence of these behaviours on your application form: Leadership Managing a Quality Service 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. 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: Leadership Managing a Quality Service At interview, you will be assessed against the following: Leadership Communicating and Influencing Managing a Quality Service Delivering at Pace 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. 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 DIO Candidate Information Guide Opens in new window (pdf, 1963kB) Candidate Information Pack Opens in new window (docx, 31kB) MOD Candidate Pack Opens in new window (pdf, 1562kB) Share this page Print Email Gmail Facebook LinkedIn