Army - Unit Administrator

Job description

Job summary

The Ministry of Defence, Civil Service workforce is diverse, with many different functions and professions ranging from cyber and digital transformation, police officers, security guards, trainers, human resources, teachers, psychologists, storekeepers, and policy secretariat staff to support the British Army.

Headquarters 2nd Medical Group, which falls under Headquarters Allied Rapid Reaction Corps (ARRC), is to force generate, prepare and command deployed hospital care and specialist clinical capability on worldwide commitments with Allies and partners. There are 9 Multi-Role Medical Regiments under its Command who provide and deliver Primary and Secondary Healthcare and recruit, retain, train, and generate specialist medical capability to support Operations overseas and in the UK, whilst maintaining inter-operability and innovations in War Development.

The Administrator role is based within 215 (Scottish) Multi-Role Medical Regiment. The Regimental Headquarters is located in Graham House, Ibrox, Glasgow, with Squadrons situated across Scotland. Working within the Regimental Headquarters, the Administrator plays a vital role in supporting the unit's military personnel.

This position is advertised at 37 hours per week.

Job description

Key Responsibilities

• Support military personnel through the administration of pay, personnel records and documentation, ensuring records are accurate and up to date.
• Maintain digital and paper-based personnel records, including personal data, medical documents and emergency contact information.
• Use military IT systems, electronic databases and paper-based filing systems to manage and maintain information.
• Provide advice and assistance to military personnel on HR and pay-related matters.
• Ensure attendance records are accurate and that personnel are paid correctly.
• Manage the onboarding and departure process for military personnel, ensuring all required documentation is completed and records updated.
• Support the management of electronic and paper documentation, including maintaining the unit intranet and electronic filing systems.
• Assist with the management of unit IT assets.
• Manage diaries and coordinate meetings, conferences and outward visits.
• Arrange access for, and welcome, visitors and contractors to the unit.
• Organise unit functions within allocated budgets, including acting as an electronic Purchasing Card (ePC) holder.
• Produce documents, briefing materials and presentations using Microsoft Office 365 applications, including Word, Excel and PowerPoint.
• Manage, action and file electronic correspondence, including shared mailbox accounts.
• Manage incoming and outgoing post.
• Arrange training and travel for unit personnel in line with policy and budget requirements.
• Act as an electronic Purchasing Card (ePC) holder for authorised low-value purchases.
• Support wider business requirements by undertaking additional duties as required to meet changing priorities.

Person specification

This exciting opportunity is perfect for a motivated individual who is passionate about Information management and in improving smarter ways of working.

Essential skills required:

• Well organised and adaptable, with a strong work ethic.
• Enthusiastic, flexible and highly motivated.
• Proficient in Microsoft Office applications, including Outlook, Word and Excel.
• Able to plan, prioritise workloads and meet deadlines effectively.
• Strong interpersonal and relationship-building skills.
• Excellent written and verbal communication skills.
• Able to work collaboratively as part of a team.

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Seeing the Big Picture
• Delivering at Pace
• Making Effective Decisions

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service
• Seeing the Big Picture

Benefits

Alongside your salary of 27,866, Ministry of Defence contributes 8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

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

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.

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further informationregardinghow this and other flexible working arrangements 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.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

Please be advised that theDepartment is conducting a review of all pay related allowances which couldimpacton 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.Determineyour 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-handsmokeand supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy,Smokingand the use of all tobacco products (including combustible and chewing tobacco products) will not bepermittedanywhere 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,visitorsand other non-MOD personnel. All applicantsseeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place ata number ofDefence Establishments.

MOD Recruitment Satisfaction Survey We may contact youregardingyour experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provideadditionalinformation 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

Artificial intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours and Experience.

At sift, you will be assessed against your CV and Personal Statement at the following:

Behaviours:

• Managing a Quality Service
• Seeing the Big Picture

Where a large number of applications are received, an initial sift may be conducted against the CV only. The remaining evidence submitted at the application stage will be assessed only if you are successful at this initial sift.

At interview, you will be assessed against the following:

Behaviours:

• Delivering at Pace
• Making Effective Decisions
• Managing a Quality Service
• Seeing the Big Picture

Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed and will be held via MS Teams. We endeavour to keep to these time frames, but these are subject to change around business needs.

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 selectioncriteria.

As a result of the changes to the UK immigration rules which cameintoeffect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-basedsystem, where a role has beendeemedto be business critical. This role does not meet thatcategory,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.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last fiveyears.This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carriedout.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) 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 : Stuart Cuthbertson
• Email : [email protected]

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].

Attachments ADR013810_EVP_Booklet_A5 Opens in new window (pdf, 273kB) Candidate Information Opens in new window (docx, 32kB) Defence Internal Brief notice Opens in new window (docx, 43kB) Defence Civil Service Offer Opens in new window (pdf, 1562kB)