Length of employment: Job Summary: The Ministry of Defence employs over 50,000 Civil Servants. Within that, the Army Top Level Budget (TLB) employs around 12,000 MOD Civil Servants located at over 300 locations. Ours is 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. 105th Regiment Royal Artillery (105 Regt RA) is a reserve artillery regiment in the 7th Light Mechanised Brigade Combat Team (7 LMBCT), "The Desert Rats". They are a Close Support Light Gun Regiment based in various locations across Scotland and Northern Ireland. Their Regimental Headquarters is based in Edinburgh and they have Batteries in Glasgow, Arbroath, Livingston and Newtownards. Working within an Army Reserve unit, our civilian staff deliver crucial outputs and play a meaningful part of the team. When you see our service personnel being reported on in the media whilst out on operations around the world, providing support and help to others overseas and at home, or out training so they can be the best at what they do, you will have immense pride knowing you played some part in making it happen! 206 Battery (Bty), 105 Regt RA is looking for a friendly, well-organised and adaptable Administration Officer to join our encouraging and welcoming team of dedicated military and civilian professionals based in the Army Reserve Centre, Newtownards. The role of the Administration Officer is to provide clerical and administrative support to either staff within the headquarters or sub-unit. This position is advertised at 37 hours per week. Job Description: The role of the Administration Officer is to provide clerical and administrative support to staff within the headquarters or sub-unit. The majority of the working week will be office based, but there may be times when occasional remote working with the line manager's agreement is possible. We continue to see less paper and more electronic working practices. All of our administrative staff use computers as an everyday tool. Basic IT skills are therefore essential, but training is available where greater knowledge and skill is required in a particular software programme or Defence specific application. Some examples of what would be expected of our administrative support staff, and the type of outputs they might perform: HR administration for unit military personnel: maintenance of personnel records (digital and paper based), use of military HR digital/computer based systems and paper based filing systems; providing advice and assistance to unit military personnel on HR and pay related matters Information-Hub (i-Hub): supporting the management of electronic and paper documentation, maintaining web pages and electronic filing systems, assisting with the coordination of IT assets, manage and prepare conference/meeting facilities, handle unit incoming/outgoing post, order unit stationery requirements and draft routine correspondence General administration and support: arrange access and greet external visitors and contractors to the unit, manage, action and file electronic mail, including assigned group mail accounts, book training for unit personnel, arrange travel for unit personnel, act as an electronic Purchasing Card Holder (ePC) for purpose of authorised low value goods and services, and demand office consumables (copier/printer toner/ink and paper, stationery) As part of a flexible and adaptable workforce you may from time to time be asked to assist others with priority tasks instead of your normal outputs which will give you greater insight to the workings and understanding of the large and complex world of Defence. As Defence priorities and needs change sometimes it is necessary to take on a new permanent role. When this does occur, it will be within your travel-to-work area, unless of course you volunteer to travel further. 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 Pension contribution: 28.97% 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 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. The ideal candidate will be well organised and a strong communicator, who is able to quickly build good working relationships with a variety of stakeholders within, and external to, the organisation, and who can deal with a wide range of people. They will have good IT skills, including basic Microsoft Office 365, and have excellent time management skills as well as the ability to use initiative to prioritise work with minimal direction whilst maintaining attention to detail. Essential: Excellent communication skills both written and verbal, able to communicate with a variety of stakeholders at different grades Good IT skills, including use of Microsoft Office 365 products Organisational and time management skills At application you will be assessed against the following - Experience - CV and 500 word personal statement demonstrating your suitability for the role, providing evidence of your skills in communicating, organising, teamwork, time management and IT skills Behaviours - Managing a Quality Service Applications will be sifted using all elements listed above, but in the event of a high number of applications, a sift will be conducted on the Personal Statement and lead behaviour only. 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 interview you will be assessed against the following behaviours - Communicating and Influencing Delivering at Pace Managing a Quality Service Working Together 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. Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed but these will be held in person. We endeavour to keep to these time frames, 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.