Admin Support Officer

Contents

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

Forthview House, Rosyth

About the job

Job summary

The Defence Infrastructure Organisation (DIO) is a dynamic organisation that responds to the evolving needs of our military personnel enabling them to live, work, train and deploy. From large scale infrastructure projects, to everyday facilities management, our activities focus relentlessly on each of our customers and caring for the Defence Estate. We deliver value for money, and consistently innovate to find proactive solutions to meet their needs.

Regional Delivery (RD) is a key function within DIO providing a range of technical and specialist services both here in the UK and overseas. These include facilities management, contract assurance, construction projects, infrastructure advice and much more. 

Based at Rosyth, the RD Scotland and Northern Ireland (RD S&NI) Admin Hub provides administrative services and assistance to over 200 MoD and civilian personnel working from Forthview House and supports management of RD S&NI. 

The Admin Hub is relaunching so this is an exciting opportunity to join our new team and help shape the services it provides. The Hub plays a critical role within RD S&NI and delivers excellent administrative support and assistance across the function.

Key responsibilities of the Administrative Officer role include, but are not limited to: 

• General administration duties
• Procurement and bill payments
• External training and professional fees
• Fleet, hire car and travel bookings plus other duties detailed in Job Description

This position is advertised at 37 hours per week and is office based.

Job description

Administrative Support

• Monitor and action requests for support received through Admin group mailbox
• Report building faults to the Mitie Helpdesk and log all calls onto the Helpdesk Register
• Process incoming/outgoing mail, using the Royal Mail Online Business Account
• Manage meeting room, pool car and travel bookings
• Manage office Stationery store, order supplies and ensure adequate stocks are available
• Support Print Management contract within Forthview House
• Issue and maintain Security Fobs for entry, using the Access Control Database
• Update Forthview House and Admin Hub web pages and file manager
• Administer/assist with the maintenance of the Admin Hub SharePoint site, to allow for collaborative working
• Cover Reception Desk when required, assisting visitors and answering general questions via email, telephone or in person

Procurement and Bill Payments

• Manage Royal Mail and Parcelforce invoices and accounts maintenance
• Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
• Designated holder of payment and credit cards allocated to specific budgets
• Manage and facility related contracts including ensuring all purchases are logged
• Procure and distribute building consumables and manage stock levels

Support Strategic Support Manager 

• Issue Delegation Letters on behalf of the Regional Delivery Senior Team & draft letters from templates. Maintain and update registers of current Delegation holders.
• Maintain accurate records of all Facility Managers across Scotland and Northern Ireland
• Maintaining accurate records of all Head of Establishments for Scotland and Northern Ireland.
• Provide information to Strategic Support Manager, as and when required

Assistant Security Officer

• Maintain Security List of staff in DIO RD S&NI
• Order security passes for staff, including contractor staff when required
• Attend Security Training and keep up to date with requirements
• Ensure building fobs match the dates of the pass/or clearance, whichever is first. 
• Assist in arranging Annual Security Threat Brief each year (issue invites to all staff), whilst maintaining accurate records

Fleet, Hire Car and Travel Bookings

• Manage site pool cars, issue keys, fuel cards and authorise paperwork
• Book hire vehicles through online booking system
• Carry out checks on Driver Licences and Drivers Standing Orders
• Update drivers’ packs, with regards to policy changes etc

Assistant Building Fire Focal Point/Lead Fire Warden

• Maintain accurate records of all routine checks on Fire Point and Fire Fighting equipment within Forthview House
• Carry out weekly testing of the Fire Alarm System, with assistance from other colleagues
• Conduct monthly visual checks on Fire Fighting equipment and defibrillators
• Check all Fire Routes and Exits remain unobstructed and Fire Doors function correctly. Report any faults as they occur and track until successfully completed.
• Maintain list of fire wardens and first aiders

Person specification

We are seeking a detail-oriented and efficient Administrative Support professional to join our team. The ideal candidate will have excellent communication skills, both written and verbal, and the ability to manage multiple tasks with ease. Key skills include strong organizational abilities with the successful candidate demonstrating attention to detail, problem-solving skills, and a proactive approach to dealing with office systems and processes. 

The ability to work collaboratively in a team environment is important so if you thrive in a dynamic setting, we look forward to your application. 

Experienced with Microsoft Office Suite primarily Outlook, Excel, Word and Teams. 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:

• Communicating and Influencing
• Seeing the Big Picture
• Delivering at Pace

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £7,238 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 average employer contribution of 27%

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 Notice sets out how we will use your personal data and your rights.

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 : [email protected]
• Telephone : 07974 580258

Recruitment team

• Email : [email protected]

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:

[email protected].

Read Full Description