Air - Corporate Svcs Support Officer, Defence Fire & Rescue HQ
Ministry of Defence
Apply before 11:55 pm on Thursday 31st October 2024
Details
Reference number
Salary
Job grade
Contract type
Business area
Type of role
Working pattern
Number of jobs available
Contents
Location
About the job
Job summary
DFR is led by MOD’s Chief Fire Officer (CFO) who, working closely with customer across Defence, has overarching responsibility for ensuring that Defence’s Fire Risk Management (FRM) needs are met.
The advertised post sits within the Corporate Services business unit of DFR HQ, based in Andover, and plays a key role in ensuring that effective systems are in place to support the smooth running of the HQ. The role involves supporting meetings across the HQ, including scheduling, engaging with attendees from across and outside the MOD, preparing and promulgating agendas and supporting documentation (in discussion with meeting Chairperson), and attending meetings to record decisions and actions.
This includes management of DFR's Knowledge and Information Management (KIM) tools, specifically SharePoint, ensuring that it is appropriately structured and maintained to meet the needs of the business. Providing guidance and support to colleagues on how to exploit technology available to their advantage.
The post holder will be required to provide the first level of assurance that information is clear and easily understandable. It is important that information sent from the HQ is clear, concise and meets the needs of the requestor. The role will act as the initial point of contact for receiving and providing information in response to requests for information, such as Freedom of Information (FOl) and/or Parliamentary Questions (PQs).
The role has line management responsibility of 1 x admin support staff. The Corporate Service Support Officer and Admin Support role will work closely with one another to ensure the HQ is suitably supported and ensure the seamless delivery of task and responsibilities.
Akin to an Office Manager, the post is also the focal point for IT matters, including laptop provision, peripherals and overseeing the management of IT role accounts.
The position provides an opportunity for the post-holder, at the appropriate time, to gain an awareness of a broad range of DFR's responsibilities and activities in order to develop and learn new skills, which may include those linked to Project Management activities.
DFR HQ currently operates a hybrid working arrangement which, subject to business needs, allows for a mix of remote and office working across the Defence estate’s (3 days per week average). Please note this is periodically reviewed and is therefore subject to change.
This position is advertised at 37 hours per week.
Job description
Support activities for meetings including (but not limited to) planning, scheduling, recording information, development of supporting documentation (including but not limited to, development of PowerPoint material).
Maintenance (and further development as appropriate) of tracking tools (MS Excel, SharePoint List based), including timely engagement with action leads to ensure completion and recording of actions. Interacting with action leads to ensure that updates are clear and understood.
Manage and support the Corporate Services team with the further development of DFR HQ's Knowledge and Information Management (KIM) tools, predominantly SharePoint, to ensure that they meet the evolving needs of the HQ.
Identifying where existing office systems/internal processes are not fully effective and making appropriate recommendations to address this.
Management and control of HQ assets including office equipment and peripherals, ensuring records are maintained regarding holdings. Writing of business cases/justifications to support proposed purchases.
Identify and manage effectively prioritise conflicting deadlines whilst maintaining clear communication with stakeholders to ensure timely delivery and response.
Focal point for branch IT matters and point of contact with DFR's key external contractor including laptop provision.
Supporting the Branch Security Officer to ensure that obligations are adhered to.
Line management of 1 x Admin Support Staff.
Person specification
The position is varied and offers many opportunities to diversify once fully embedded in the role. DFR are keen to offer the potential to shadow other team members where business demands allow. To be successful in this role, we ask you to demonstrate in your statement of suitability how you can deliver against the following essential criteria:
- Ability to identify and analyse problems, presenting options and recommending solutions, orally and in writing, in a clear and structured way.
- Ability to apply a range of effective verbal and written communication styles to suit the need of the audience.
- Strong organisational skills combined with an attention to detail and ability to work with limited supervision.
- Additional desirable criteria are as outlined below:
- Ability to work to challenging deadlines.
- Ability to prioritise and manage disparate and concurrent tasks.
- Ability to provide professional written work which delivers clear, concise, and compelling content.
- Conversant with 0365 tools, including MS Word, Excel, Power Point and SharePoint.
Behaviours
We'll assess you against these behaviours during the selection process:
- Changing and Improving
- Delivering at Pace
- Communicating and Influencing
- Working Together
We only ask for evidence of these behaviours on your application form:
- Changing and Improving
- 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%
- A dynamic and innovative working environment that offers flexible working options.
- A working culture that encourages inclusion and diversity.
- Opportunities for personal and professional development.
- Highly Competitive Pension Scheme.
- Flexi-time scheme.
- 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.
- Ability to roll over up to 10 days leave per year.
- Highly competitive pension scheme.
- Personal and professional development of skills.
- 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.
- Local site benefits such as free parking, on-site gym facilities, shop, café and the opportunity to join and use one of the on-site messes.
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
At application you will be required to provide a CV outlining your career history and previous skills and experience, along with a Personal Statement (750 words).
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 sift, you will be assessed against the following Success Profiles Behaviours:
- Changing and Improving
- Delivering at Pace
At interview, you will be assessed against the following Success Profiles Behaviours:
- Communicating and Influencing
- Working Together
Sifting will take place within 2 weeks of the closing date. Interviews will be held at DFR HQ based within Army Headquarters, Andover, with interview dates to be confirmed. A minimum of 2 full working days’ notice will be provided for interviews. We endeavour to stick to these dates, but these are subject to change around business needs.
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 : Emily Van-Mol
- Email : Emily.Van-Mol100@mod.gov.uk
Recruitment team
- Email : DBSCivPers-Resourcingteam3@mod.gov.uk
Further information
info@csc.gov.uk.
