RAF Valley, Holyhead
Job Summary
Do you have excellent communication and organisational skills? Are you a team worker with the ability to use your own initiative? If the answer is yes, then we are looking for an enthusiastic and motivated Administrative Officer to join our encouraging and welcoming team. You’ll bring your excellent skills to support areas across the whole business and provide vital support and resilience to the Business and Finance Office.
Your transferable skills of using Microsoft Office and customer service experience will enable you to provide the critical support the business needs.
You’ll be open to learning new things, change & improvements and getting involved in a variety of tasks.
This position is key to the support functions of RAF Valley that enable its personnel to deliver the required output. The role requires a proactive and enthusiastic individual who at times will be required to work autonomously, prioritising tasks and building good working relations with the Industry Partners and station personnel.
This position number is advertised at 37 hour per week.
Job Description
You will report directly to me, the Deputy Business Manager, and provide support to both me and the Business Manager. You will need to develop good working relationships with Commodity Managers at station/unit, the Civilian Workforce Requirements Team (CWRT) and Corporate Governance team (CG) at HQ AIR.
Your post will cover all aspects of Station business and finance, focusing principally on Governance & Assurance, and In Year Management.
The role will include administrative support to the following tasks:
* Liaising with SMEs to collate accurate data for the Resource Register and Unit Op Returns for submission on a monthly basis.
* Administration & Audits of the following Business Manager reports; Civilian T&S, Civilian overtime, hotel, Travel Supplementary Report, Ensure audits on T&S claims are carried out monthly in line with policy as directed by Bus Mgr and advise claimants of any errors, policy, and repayments. Identify trends and advise Bus Mgr on changes to processes to reduce misuse.
* Compilation of the vehicle tax liability return.
* Management of the civilian travel cell to include providing advice on the propriety and regularity of all travel requests and associated claims. Booking accommodation, air, and rail travel for all CS on Station.
* Conduct 1st party audits of CS flexible working agreements and time-sheets, reporting any anomalies to your Line Manager for subsequent action.
* In the absence of the Dep Bus Mgr maintain records of who has received Official Hospitality and who has acted as host for events to ensure compliance with regulations.
* Inform Fin team re changes in Command so new Letter of Authority can be produced.
* Management of the losses files to include the collection and collation of losses data to form consolidated station/unit quarterly returns. Analyse Losses Data, identify where data is deficient, acquire missing info, consolidate information, and maintain records.
* Administer Parenting requests on behalf of the Bus Mgr as required.
* Be responsible to the President of the Service Fund Internal Audit Board (SFIAB) for the Annual Health Check (AHC) of the accounts (excluding those for which a civilian auditor has been appointed) of all Service Funds which the Station Commander has decided are to be subject to internal audit.
* To deputise for the ePC Manager in their absence as required.
* Investigate queries re expenditure in support of FOO as raised by Business Manager, e.g. looking for changes in resource mix, in business needs etc and making the Business Manager aware of the results.
* Cross-skilling with Cash Office support staff to provide cover during absences.
You will report directly to me, the Deputy Business Manager, and provide support to both me and the Business Manager. You will need to develop good working relationships with Commodity Managers at station/unit, the Civilian Workforce Requirements Team (CWRT) and Corporate Governance team (CG) at HQ AIR.
Your post will cover all aspects of Station business and finance, focusing principally on Governance & Assurance, and In Year Management.
The role will include administrative support to the following tasks:
* Liaising with SMEs to collate accurate data for the Resource Register and Unit Op Returns for submission on a monthly basis.
* Administration & Audits of the following Business Manager reports; Civilian T&S, Civilian overtime, hotel, Travel Supplementary Report, Ensure audits on T&S claims are carried out monthly in line with policy as directed by Bus Mgr and advise claimants of any errors, policy, and repayments. Identify trends and advise Bus Mgr on changes to processes to reduce misuse.
* Compilation of the vehicle tax liability return.
* Management of the civilian travel cell to include providing advice on the propriety and regularity of all travel requests and associated claims. Booking accommodation, air, and rail travel for all CS on Station.
* Conduct 1st party audits of CS flexible working agreements and time-sheets, reporting any anomalies to your Line Manager for subsequent action.
* In the absence of the Dep Bus Mgr maintain records of who has received Official Hospitality and who has acted as host for events to ensure compliance with regulations.
* Inform Fin team re changes in Command so new Letter of Authority can be produced.
* Management of the losses files to include the collection and collation of losses data to form consolidated station/unit quarterly returns. Analyse Losses Data, identify where data is deficient, acquire missing info, consolidate information, and maintain records.
* Administer Parenting requests on behalf of the Bus Mgr as required.
* Be responsible to the President of the Service Fund Internal Audit Board (SFIAB) for the Annual Health Check (AHC) of the accounts (excluding those for which a civilian auditor has been appointed) of all Service Funds which the Station Commander has decided are to be subject to internal audit.
* To deputise for the ePC Manager in their absence as required.
* Investigate queries re expenditure in support of FOO as raised by Business Manager, e.g. looking for changes in resource mix, in business needs etc and making the Business Manager aware of the results.
* Cross-skilling with Cash Office support staff to provide cover during absences.
Person specification
To Apply For This Role, You’ll Already Have:
* Excellent communication skills, written and verbal.
* Excellent numeracy skills.
* Excellent Digital skills and confidence in using all Microsoft Office applications, SharePoint and Teams.
You Will Be Someone Who:
* Enjoys working in a busy team, supporting each other to achieve goals.
* Likes to work through problems logically, drawing upon your experience to provide appropriate solutions.
* Thrives on change and enjoys working in a busy environment where each day could be different.
* Likes to work on your own initiative, able to plan ahead and manage your workload, adapting to changing demands as they arise.
* Enjoys working with a variety of people and is confident and pro-active in asking for help, support and guidance when needed.
The role requires an incumbent who is professional and trustworthy. You will have good verbal and written communication skills and will be comfortable working alongside and communicating with a range of stakeholders including whole force personnel and defence industry partners. This supporting role will require an incumbent who is able to multi-task, has good quality digital skills, is able to form and maintain relationships and hold impeccable organisational skills. You will be comfortable carrying out assurance tasks and presenting and briefing your findings.
Behaviours
We'll assess you against these behaviours during the selection process:
* Managing a Quality Service
* Communicating and Influencing
* Leadership
* Delivering at Pace
* Making Effective Decisions
* Changing and Improving
We only ask for evidence of these behaviours on your application form:
* Managing a Quality Service
* Communicating and Influencing
* Leadership
Alongside your salary of £26,235, Ministry of Defence contributes £7,600 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
* 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
* Personal & professional development
* Flexible working opportunities
* Access to a confidential, professional support service
* Discount schemes
* Onsite parking
* Onsite cafeterias
* Discounted gym access
* Enhanced maternity, paternity, and adoption leave
* Special paid leave to volunteer (currently up to 6 days a year)
* Affinity Groups – whether you are a person with a disability, LGBTQ and/or from an ethnic minority. We provide an inclusive environment and support for everyone.
* 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.
This post does not offer any assistance with relocation allowances.
An opportunity to be considered for Reward and Recognition - £250-£5000 per year.
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.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience. Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.
Applications will be sifted on all Success Profile elements and a Personal Statement.
Behaviours:
At application you will be assessed against the following:
* Managing A Quality Service
* Communicating and Influencing
* Leadership
Experience:
* Personal Statement (750 Words)
Behaviours:
At interview you will be assessed against the following:
* Changing and Improving
* Delivering at Pace
* Making Effective Decisions
* Managing A Quality Service
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.
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 : Nicole Queen
* Email : nicole.queen728@mod.gov.uk
* Telephone : 014077622417600
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