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Job Summary
The Defence School of Electronic and Mechanical Engineering (DSEME) is part of the Defence College of Technical Training (DCTT), operating from MOD Lyneham, Wiltshire.
Lyneham, South West England, SN15 4XX
Job Summary
The Defence School of Electronic and Mechanical Engineering (DSEME) is part of the Defence College of Technical Training (DCTT), operating from MOD Lyneham, Wiltshire.
DSEME’s mission is to train and educate electronic, mechanical and specialist tradespeople, technical leaders and engineering managers, in order to meet the requirements of Defence and needs of trainees now and in the future. The position of the Exam Admin manager role sits within the Exam Centre and Internal Validation (EC&IV) Dept within DSEME Headquarters. This role is to ensure that the key departmental tasks of EC&IV, (namely Internal Validation (InVal), Accreditation and Examination Management,) are efficiently and effectively supported by the admin team. EC&IV is a mixed team consisting of MOD Civil Servants, and contractor personnel, working alongside military colleagues and other stakeholders in a tri-service training establishment.
This position is advertised at 37 hours per week.
Job Description
This role centres around managing a small team of admin officers to ensure a high quality service is provided to EC&IV officers and key stakeholders. Typical tasks of the role are:
Line management and leadership
* Being accountable to the DSEME Head of Exam Centre & Internal Validation (HoD EC&IV), provide effective line management iaw the Civil Service Line Manager expectations and standards.
* Oversee the workflow of 4 x Admin Officer (AO's, formerly called E1 grade) EC&IV administrators.
* Conduct regular 1-2-1s/communication briefs with own staff.
* Prepare, maintain and progress AO(s) annual performance process whilst maintaining and updating performance documents on MyHR.
* Continuous quality improvement of EC&IV processes.
Data reporting
* Use of Microsoft Office applications to develop and maintain appropriate routine and ad hoc information management and data reports.
EC&IV admin management - Exam / InVal Management - Office Process Management
* Ensure sufficient reception administration support (face to face and email) is available during EC&IV hours of operations. Provide assistance to students with Dept related queries or concerns, escalating more complex enquiries that arise.
* Ensure the timely and accurate production of assessments, iaw the DSEME assessment schedules
* Coordinate and perform invigilation checks to ensure assessments are managed in line with policy. Compile and prepare reports accordingly.
* Update and review of invigilator training package following annual JCQ updates and ensure this is completed by all all invigilators on site.
* Ensure the timely and accurate recording of InVal collected through Microsoft Forms and face to face, and ensure that all feedback is collated and recorded for InVal reporting and actioning purposes.
* Handle any issues or emergencies that arise during assessments.
Document control
* Champion effective document control and electronic working practices across DSEME business area.
* Ensure Dept staff comply with all Defence and local information management policies, security classifications,rules and guidance, and resolve any nonconformities.
* Be responsible for maintenance and security of Dept assessment documentation within EC&IV and Restorestorage facility maintenance.
Support
* To take on any ad hoc tasks as and when required to support colleagues within the EC&IV Dept
Role
This role centres around managing a small team of admin officers to ensure a high quality service is provided to EC&IV officers and key stakeholders. Typical tasks of the role are:
Line management and leadership
* Being accountable to the DSEME Head of Exam Centre & Internal Validation (HoD EC&IV), provide effective line management iaw the Civil Service Line Manager expectations and standards.
* Oversee the workflow of 4 x Admin Officer (AO's, formerly called E1 grade) EC&IV administrators.
* Conduct regular 1-2-1s/communication briefs with own staff.
* Prepare, maintain and progress AO(s) annual performance process whilst maintaining and updating performance documents on MyHR.
* Continuous quality improvement of EC&IV processes.
Data reporting
* Use of Microsoft Office applications to develop and maintain appropriate routine and ad hoc information management and data reports.
EC&IV admin management - Exam / InVal Management - Office Process Management
* Ensure sufficient reception administration support (face to face and email) is available during EC&IV hours of operations. Provide assistance to students with Dept related queries or concerns, escalating more complex enquiries that arise.
* Ensure the timely and accurate production of assessments, iaw the DSEME assessment schedules
* Coordinate and perform invigilation checks to ensure assessments are managed in line with policy. Compile and prepare reports accordingly.
* Update and review of invigilator training package following annual JCQ updates and ensure this is completed by all all invigilators on site.
* Ensure the timely and accurate recording of InVal collected through Microsoft Forms and face to face, and ensure that all feedback is collated and recorded for InVal reporting and actioning purposes.
* Handle any issues or emergencies that arise during assessments.
Document control
* Champion effective document control and electronic working practices across DSEME business area.
* Ensure Dept staff comply with all Defence and local information management policies, security classifications,rules and guidance, and resolve any nonconformities.
* Be responsible for maintenance and security of Dept assessment documentation within EC&IV and Restorestorage facility maintenance.
Support
* To take on any ad hoc tasks as and when required to support colleagues within the EC&IV Dept
Person specification
Essential Criteria
* A person of high integrity and reliability, having access to exam material of a confidential and sensitive nature.
* Must have good interpersonal skills and previous line management experience of a small team is particularly important.
* Basic IT skills and competent in Microsoft applications.
Behaviours
We'll assess you against these behaviours during the selection process:
* Leadership
* Managing a Quality Service
* Changing and Improving
* Delivering at Pace
* Communicating and Influencing
We only ask for evidence of these behaviours on your application form:
* Leadership
* Managing a Quality Service
* 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.
* 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%
* Free car parking
* Free gym membership
* 25 days annual leave rising (1 day per year) to 30 days upon completion of 5 years service.
* In addition to 8 public holidays per year you will also receive leave for HM The King's birthday.
* Special Paid Leave for certain volunteer duties.
* In year rewards and ‘thank you’ schemes.
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.
Candidates will be required to provide CV details to include job history and previous skills and experience.
At Sift, you will be assessed against your CV and the following Behaviours:
* Leadership
* Managing a Quality Service
* 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.
You should read the link to success profiles to ensure you highlight your experience with a suitable example of a situation where you have demonstrated the behaviour and that you clearly describe your actions and their impact.
At Interview, You Will Be Assessed Against The Following
Behaviours
* Leadership
* Delivering at Pace
* Communicating and Influencing
Presentation
At the start of the interview you will be required to deliver a short presentation (5-10 minutes). This is to cover a summary of your line management experience, description of leadership styles with self-reflection of your own leadership style and an example of how you have handled a difficult conversation, such as relating to poor performance or attendance.
The interview will be face-to-face at MOD Lyneham.
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 and Experience.
Security
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
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 : Alison Foster
* Email : alison.foster138@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.
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Project Management and Information Technology
* Industries
Defense and Space Manufacturing
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