HMNB Devonport, Plymouth, PL2 2BG Job Summary Devonport Naval Base is the largest Naval Base in Europe. It is a 650-acre site with 15,000 acres of water space, employing 12,000 people on site. The Base is primarily focused on delivering timely deep maintenance to the UK’s submarine fleet. It is also the operating homebase for frigates, amphibious Ships, Royal Marines. It employs more than 10% of Plymouth’s workforce and contributes to 14% of Plymouth’s economy. Devonport Naval Base is the nerve centre for the Royal Navy in the South West. It supports operations around the globe and provides the ships, submarines, people, and equipment to deliver the UK’s defence policy. Its mission is to meet the support and operating requirements for the Naval Service and UK’s allies, from the South West, reaching worldwide. The unique opportunities offered within are varied, challenging and exciting and support Navy Command’s role to generate and operate forces for today and to ensure we are ready for tomorrow by developing and delivering the Navy of the future. Navy Command provides an open, flexible and supportive work environment and Civil Servants and Armed Forces personnel work together in a wealth of interesting and challenging jobs in different disciplines, from finance; legal services; personnel and HR; project planning and managing contracts, to media and communications. The MOD provides an excellent opportunity to develop skills through personal development and offers flexible working, excellent annual leave and maternity allowances and a very competitive pension scheme. In HMNB Devonport, we understand the everyday commitments both inside and outside the workplace, so our aim is to provide the flexibility to maintain a great work-life balance. We also offer an impressive range of on-site facilities including a gymnasium, tennis courts and other sporting facilities, a children’s nursery, food outlets, a handy shop, and car parking for those authorised. This position is advertised at 37 hours per week. Job Description To provide administrative support to the Business Systems and Auditing Manager (BSA Mgr) for the efficient administration, maintenance, and support to the Business Management System (BMS). To provide administrative support regarding the delivery of HMNB(D) Certification to ISO 9001 Quality and ISO 14001 Environmental 2015 Standards. To support the Business Systems Auditors in Internal Audit administrative tasks by ensuring necessary documentation is readily accessible and appropriately stored in the relevant areas within SharePoint and the BMS. To assist the BSA Mgr to maintain the integrity of the Business Management System (BMS), liaising with stakeholders, uploading documents, checking links and admin folders. To carry out and manage tasks as details in the BSA Team’s Planner area, highlighting any anomalies to the BSA Mgr. To identify continuous improvement opportunities for improving efficiency and accountability within the BMS. To support SharePoint assurance activities, providing checks to ensure process links and outcomes meet established standards and objectives. To provide support to users, addressing queries and issues, providing guidance as required. To support the BSA Mgr with the admin functions of the Business Management Forum (BMF) ensuring room bookings and meeting invites are confirmed, and records of decisions are captured and published promptly. To provide full administrative support for the on-site external audit programme in the form of room bookings, diary invites, scanning/printing of documentation, external auditor escort and parking arrangements, set-up of room on the day of audit and run through of domestics with visitors. Monitor the BMS team mailbox, highlight queries of any urgent nature to the BSA Mgr or Auditors. The post holder must adhere to the NBC(D) Diversity and Inclusion Policy. To provide administrative support to the Business Systems and Auditing Manager (BSA Mgr) for the efficient administration, maintenance, and support to the Business Management System (BMS). To provide administrative support regarding the delivery of HMNB(D) Certification to ISO 9001 Quality and ISO 14001 Environmental 2015 Standards. To support the Business Systems Auditors in Internal Audit administrative tasks by ensuring necessary documentation is readily accessible and appropriately stored in the relevant areas within SharePoint and the BMS. To assist the BSA Mgr to maintain the integrity of the Business Management System (BMS), liaising with stakeholders, uploading documents, checking links and admin folders. To carry out and manage tasks as details in the BSA Team’s Planner area, highlighting any anomalies to the BSA Mgr. To identify continuous improvement opportunities for improving efficiency and accountability within the BMS. To support SharePoint assurance activities, providing checks to ensure process links and outcomes meet established standards and objectives. To provide support to users, addressing queries and issues, providing guidance as required. To support the BSA Mgr with the admin functions of the Business Management Forum (BMF) ensuring room bookings and meeting invites are confirmed, and records of decisions are captured and published promptly. To provide full administrative support for the on-site external audit programme in the form of room bookings, diary invites, scanning/printing of documentation, external auditor escort and parking arrangements, set-up of room on the day of audit and run through of domestics with visitors. Monitor the BMS team mailbox, highlight queries of any urgent nature to the BSA Mgr or Auditors. The post holder must adhere to the NBC(D) Diversity and Inclusion Policy. Person specification Do you have strong interpersonal skills and attention to detail? We are seeking a detail-oriented Business Systems Coordinator to enhance efficiency of the Business Management System as part of the Business Systems and Auditing Team. They must have the ability to build collaborative relationships and a willingness to work as part of a team towards a common goal to contribute to a productive work environment. Capability to manage multiple tasks effectively while focusing on priorities. All whilst demonstrating attention to detail and ensuring system accuracy. Good working knowledge of Microsoft Office Suite including Outlook, Word, SharePoint, MS Teams, Excel and PowerPoint. Behaviours We'll assess you against these behaviours during the selection process: Changing and Improving Managing a Quality Service Leadership Working Together We only ask for evidence of these behaviours on your application form: Changing and Improving Managing a Quality Service Alongside your salary of £26,770, Ministry of Defence contributes £7,755 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 employer contribution of 28.97% To ensure that no one is put at a disadvantage during the recruitment process due to disability, condition or impairment, out intent is to reduce or remove any barriers where possible and provide additional support where appropriate both during this recruitment process and in the role once a suitable candidate has been appointed. Therefore, if you feel you would wish to discuss any reasonable adjustment either as part of this recruitment process or if you were to be appointed in the role being advertised, please do so with the recruiting line manager. 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. At sift, you will be assessed against the following Success Profiles Behaviours: Changing and Improving Managing a Quality Service 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 for more information on appropriate and inappropriate use. At interview, you will be assessed against the following Success Profiles Behaviours: Changing and Improving Managing a Quality Service Leadership Working Together Sift & Interview to be held at HMNB Devonport, dates TBC. 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 five years. 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 carried out. 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. 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 : Vanessa Swift Email : vanessa.swift100@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.