Army Administration Officer
Ministry of Defence
Apply before 11:55 pm on Monday 18th November 2024
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About the job
Job summary
Whether you are starting out in your career, or you already have an administrative background and are looking for a change, our Administrative Officer role is an opportunity to join the Civil Service and deliver outputs for the benefit of the Army and Defence.
You will have the opportunity to work directly with military colleagues to enable key outputs and can take advantage of training and development opportunities available to enhance your skills and career pathway in the Civil Service.
The Ministry of Defence employs over 50,000 Civil Servants. Within that, the Army employs around 7,000 MOD Civil Servants located at over 300 locations. We are a diverse workforce, with roles ranging from trainers, human resources, teachers, and psychologists to storekeepers, financiers, project and programme managers, and policy secretariat staff. There are many different functions and professions delivering key outputs for the Army. Roles sit within multidisciplinary teams, and you can expect to be working with a mixture of Civil Servants, Military and Contractor staff (depending on the location).
We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern workspaces will give you the opportunity to enjoy a healthy work-life balance, while ensuing you deliver your outcomes effectively and efficiently – we expect you to know where to be to have the most impact, balancing your individual needs with that of your team and the organisation. In line with Civil Service direction, staff are expected to spend at least 60% of their working time face to face with colleagues either in offices or on official business. However, some roles may require full time office attendance.
We will keep a reserve list of all candidates who pass the interview, and you may be contacted within 12 months regarding other possible Administrative Officer vacancies.
This position is advertised at 37 hours per week.
Job description
As an Administration Officer in the MOD supporting the Army, your main responsibilities will vary from post to post but will include:
- Engaging with a wide range of military and civilian stakeholders in an appropriate manner, including managing email correspondence.
- Communicating with colleagues/contractors/customers and others.
- Providing routine advice and guidance on matters related to your area of work.
- Use of bespoke IT systems (full training would be provided)
- Electronic file management and records maintenance, including data entry and data consolidation, ensuring all documentation is stored in the correct way, with the correct classification.
- Use of Microsoft Office 365 programmes (full training will be given)
- Other routine administrative tasks.
Person specification
No prior administrative experience is necessary! We are looking for enthusiastic individuals who are comfortable working within a team and able to collaborate effectively to ensure the successful delivery of tasks.
If you recognise yourself in the following list, the MOD is the place for you!
- You communicate effectively both verbally and in writing
- You are patient and work effectively under pressure, supporting the achievement of team and organisational objectives
- You are proactive and take initiative, accountable for your performance and actions
- You foster good working relationships and get the most out of working with others
- You can work to tight deadlines and plan work appropriately to meet these
Essential Criteria:
- Ability to work collaboratively
- Ability to communicate effectively
Desirable Criteria:
- Knowledge of Microsoft Office 365 programmes (i.e. Word, Excel, Powerpoint, OneNote, and Outlook)
Behaviours
We'll assess you against these behaviours during the selection process:
- Working Together
- Communicating and Influencing
- Delivering at Pace
Benefits
- 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 Notice sets out how we will use your personal data and your rights.
Things you need to know
Selection process details
The Civil Service Judgement Test (CSJT) is an online situational judgement test and measures your ability to demonstrate judgement and decision making regarding the Civil Service Behaviours for the role. The test is taken online. You will be sent an invitation, which provides full instructions on how to proceed. Preparing for the Civil Service Judgement Test - GOV.UK (www.gov.uk)
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.
At application you will be required to provide a 250 word personal statement. You will need to outline the skills and experience that you have against the essential criteria for the job, you need to use examples to demonstrate this.
At interview you will be assessed against the following behaviours (Level 1 AA and AO Success Profiles - Civil Service Behaviours (publishing.service.gov.uk):
- Working Together
- Communicating and Influencing
- 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.
Candidates will be required to complete an online Civil Service Judgement test.
The Civil Service Judgement Test is not bankable and therefore must be taken on every vacancy where it is applied.
Should you be invited to complete the online tests, please allow sufficient time to complete the tests and the remainder of the full application form; only candidates who are successful at the test stage will be invited to complete the remainder of the application by clicking ‘Submit Application’. Your application must be completed by 23:55 on the closing date of the vacancy. Late submissions cannot be accepted. The tests are not timed, as they work by giving you harder questions if you answer the previous question correctly, and easier if you get it wrong. You should allow up to an hour for each test, and each test must be completed before you will be invited to complete the second part of your application. Internet access will be required for the duration of the test. Please refer to the attached Candidate Guidance for further information.
When a candidate has a banked score they’re not asked to re-take the same test providing it is set at the same level. Scores will be banked for a 6 month period from the date of test completion. If a candidate is invited to take the same test against multiple vacancies, the banked score will be recognised against all vacancies and all active applications will progress.
CSJT scores cannot be banked as each test is generated from the behaviours required for a specific role which will vary between recruitment campaigns.
If you require any particular arrangements (for example due to a disability or health problem) to be made in order for you to complete the online test you MUST contact the DBS Enquiry Centre on 0800 345 7772 BEFORE accessing the online test.
Opening times Mon -Friday 0800- 1600 hrs.
We will also ask you some questions about your work experience.
More information on the application process can be found here
About the application process , Civil Service Careers (civil-service-careers.gov.uk)
Candidates pulled from the Reserve list will firstly be chosen by their preferred location and then will be chosen in merit order for the candidates that requested the specific location for the open role.
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-Resourcingteam3@mod.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).
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-Resourcingteam3@mod.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
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Army Civilian People Team
- Email : ArmyPers-ACPT-ACRC-Submissions@mod.gov.uk
Recruitment team
- Email : DBSCivPers-Resourcingteam3@mod.gov.uk
Further information
info@csc.gov.uk.
