Portsmouth (West Battery, HMS Excellent, Whale Island) PO2 8BY
Job Summary
TRAINING ADMINISTRATION
You will work as part of a team that delivers course nominations, bookings, joining instructions, plus the recording of training outcomes and commercial training payments. You will lead the day-to-day activities of the team, help with problem-solving and identify opportunities for positive change. You will monitor the team's performance, ensuring course event details are made available and queries are answered in a timely manner.
You will liaise with RFA Establishment Training Officer’s and RN course booking cells to minimise wastage of unused course places, and with the RFA PersOps HR Team Leaders to highlight priority courses, under-utilised courses, and prioritise attendance for those with critical resource requirements. You will become a super-user for the new online training management software due in 2025 and support and train the team as it transitions to the new system.
Financial Administration:
You will coordinate and assist with the payment of invoices relating to RFA training courses, using both Government electronic payment cards and CP&F (Contracts Purchasing & Finance) online systems. You will be responsible for collating and analysing information to produce accurate details for new CP&F (Contracts Purchasing & Finance) training contracts.
Stakeholder Management:
You will regularly interact with internal and external training providers, and provide advice and guidance to seafarers' career managers in RFA People Delivery, as well as to seafarers and heads of department onboard ship. You will seek expert input to assist with the provision of new and emerging training needs.
People Management:
You will be line manager to two Administrative Officers (and at times a Royal Navy Young Officer) and you will work closely with RFA Training Plans’ Higher Executive Officer: together, you will lead a highly competent, diverse and happy team.
This position is advertised at 37 hours per week.
Responsibilities
Job description
* Administer end-to-end training management processes on behalf of the RFA. Book training, both military and commercial. Administer course joining instructions, prioritised in a chronological date order, utilising Magellan/OneView, Word, Excel, and Outlook. Promptly answer training queries from Career Managers, ship-board line managers, and seafarers. Escalate issues to line management as appropriate. Ensure Magellan/OneView data is accurate, e.g. by adding course dates, processing cancellations and updating attendance records.
* Secure places on Military training courses for RFA Personnel, in accordance with the SOTT (Statement of Training Task): a) Ensure places are secured on courses at least 8 weeks prior to the start of the course, when nominations are made in good time. b) Joining Information to be sent to delegates at least 2 weeks prior to the course start date. c) Release unused places back to course administrators, to ensure training billets are fully utilised.
* Arrange commercial training courses for RFA personnel ensuring value for money, inputting course information and dates to Magellan/OneView.
* Make payments for and oversee the administration of commercial training invoices ensuring compliance with Electronic Payment Card accounting policy and process, as well as guiding the 2 x Administrative Officers in the day-to-day management of payment cards. Undertake training and pass assessment to be able to use CP&F and MLS catalogue to pay non-ePC commercial providers, updating finance tracker as required.
* Send out medical screening questionnaires to all seafarers attending Phoenix and Raleigh courses, ensuring 100% returns and chasing seafarers where needed; quality check each return and forward for occupational health referral when needed; inform Career Managers where course attendance is delayed/cancelled by the referral.
* Identify and manage CP&F process - identify the courses that need to go to contract, liaise with subject matter experts/Heads of Specialisation, Navy Finance and Commercial.
* Effectively manage two Administrative Officers (AOs, formerly known as E1s) and at times an RN Young Officer, managing their attendance, performance, conduct and annual performance reviews. Encourage their development by keeping up to date with learning and development opportunities plus MOD policies and procedures.
* Support colleagues, line managers and the wider Training Management Group where necessary, for example by covering for the short-term absence of colleagues or assisting with projects. Apply independent problem solving in day-to-day tasks and suggest improvements to team operations.
Responsibilities
* Administer end-to-end training management processes on behalf of the RFA. Book training, both military and commercial. Administer course joining instructions, prioritised in a chronological date order, utilising Magellan/OneView, Word, Excel, and Outlook. Promptly answer training queries from Career Managers, ship-board line managers, and seafarers. Escalate issues to line management as appropriate. Ensure Magellan/OneView data is accurate, e.g. by adding course dates, processing cancellations and updating attendance records.
* Secure places on Military training courses for RFA Personnel, in accordance with the SOTT (Statement of Training Task): a) Ensure places are secured on courses at least 8 weeks prior to the start of the course, when nominations are made in good time. b) Joining Information to be sent to delegates at least 2 weeks prior to the course start date. c) Release unused places back to course administrators, to ensure training billets are fully utilised.
* Arrange commercial training courses for RFA personnel ensuring value for money, inputting course information and dates to Magellan/OneView.
* Make payments for and oversee the administration of commercial training invoices ensuring compliance with Electronic Payment Card accounting policy and process, as well as guiding the 2 x Administrative Officers in the day-to-day management of payment cards. Undertake training and pass assessment to be able to use CP&F and MLS catalogue to pay non-ePC commercial providers, updating finance tracker as required.
* Send out medical screening questionnaires to all seafarers attending Phoenix and Raleigh courses, ensuring 100% returns and chasing seafarers where needed; quality check each return and forward for occupational health referral when needed; inform Career Managers where course attendance is delayed/cancelled by the referral.
* Identify and manage CP&F process - identify the courses that need to go to contract, liaise with subject matter experts/Heads of Specialisation, Navy Finance and Commercial.
* Effectively manage two Administrative Officers (AOs, formerly known as E1s) and at times an RN Young Officer, managing their attendance, performance, conduct and annual performance reviews. Encourage their development by keeping up to date with learning and development opportunities plus MOD policies and procedures.
* Support colleagues, line managers and the wider Training Management Group where necessary, for example by covering for the short-term absence of colleagues or assisting with projects. Apply independent problem solving in day-to-day tasks and suggest improvements to team operations.
Person specification
We Are Seeking a Proactive, Confident Team Player With:
* Experience of building and maintaining effective working relationships based on transparency and an understanding of others' needs
* Problem-solving and prioritisation skills
* Openness to change
* Good working knowledge of multiple software applications, including word processing and spreadsheets; training will be given for role-specific software and databases.
* Clear written and verbal communication style
* Attention to detail
Please use the Personal Statement to provide evidence of these attributes. The 500 word count is a maximum limit, not a target.
Behaviours
We'll assess you against these behaviours during the selection process:
* Working Together
* Changing and Improving
* Making Effective Decisions
We only ask for evidence of these behaviours on your application form:
* Working Together
* Changing and Improving
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.
As a Civil Servant in Navy Command, you will be part of a forward-looking organisation with inclusive workplace policies, excellent career prospects, and a job that makes a difference.
This job role may be suitable for hybrid working, which is an informal, non-contractual and voluntary arrangement, blending a balance of attendance in the workplace in Portsmouth, which is based on business assessment of where the work is best done and working from home as a personal choice. If you are successful, any opportunities for hybrid working will be discussed with you prior to you taking up your post.
Navy Command 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 Navy Command Civil Servants Include:
* 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.
* Personal & professional development
* Alternative working patterns for many roles
* Access to a confidential, professional support service
* Discount schemes.
* Bicycle / season ticket loans.
* Enhanced maternity, paternity, and adoption leave.
* Special paid leave to volunteer up to 6 days a year.
In Navy Command 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 an apprenticeship as part of your role.
An apprenticeship is a combined package of work and training. Through an apprenticeship you will gain professional knowledge, practical experience, and the broader skills required to up-skill you in your current role and pave the way for your future career. Most of the training will be ‘on-the-job’, with the remaining ‘off-the-job’ training often delivered by a training provider. This means minimal disruption and maximum impact.
Professional qualifications can be achieved through an apprenticeship and range from Level 2 (equivalent to 5 GCSEs), Level 3 (equivalent to 2 A Levels), and Levels 4 -7, which can give you a foundation degree, a full Bachelor’s degree, or a Master’s degree.
Apprenticeships normally last between 12 months - 3 years, depending on the level of the apprenticeship.
Anyone can undertake an Apprenticeship and everyone, regardless of age, can benefit from developing their skills in an accredited way.
Successful candidates can discuss their development options with their manager when in post.
Our headquarters in Portsmouth also offers an impressive range of on-site facilities including a gymnasium, tennis courts, and other sporting facilities, a children’s nursery, a bistro restaurant, a shop, and plenty of car parking spaces.
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 Policy Notice sets out how we will use your personal data and your rights.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
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.
Candidates who make it through the sifting of application forms will be invited to an interview at Whale Island, Portsmouth. If there are a large number of applications we will sift for interview using the Personal Statement (to assess Experience) and the lead Behaviour of Working Together.
Candidates will be required to provide a statement of suitability.
During the Application stage, candidates will be assessed against the following behaviours;
* Working Together
* Changing and Improving
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.
During the Interview stage, candidates will be assessed against the following behaviours;
* Working Together
* Changing and Improving
* Making Effective Decisions
When giving evidence of your Behaviours (in the application form and at interview) you must use the STAR format:
S - what was the Situation?
T- what was your Task?
A - What Actions did you take?
R - what was the final Result?
This team welcomes diversity and we are happy to discuss any additional needs or reasonable adjustments that would allow you fair and level access to this application process.
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.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
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.
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.
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).
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 : Sarah Glass - TMG-RFA Training Plans Higher Executive Officer/SO2
* Email : sarah.glass102@mod.gov.uk
Recruitment team
* Email : DBSCivPers-Resourcingteam3@mod.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: info@csc.gov.uk. #J-18808-Ljbffr