Ministry of Justice UK
22663 - Vetting Administrator
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Vetting Administrator
This vacancy is only available to existing Civil Servant employees and employees of accredited non-departmental public bodies (NDPBs). Please review the "Eligibility" section before you apply.
Job Description
MOJ Group Security is looking to recruit a Vetting Administrator to join our newly established team to support in the delivery of a high-quality Personnel Security and National Security Vetting (NSV) service to the wider MOJ estate.
The post holder(s) will be responsible for providing high-quality administrative support to ensure the smooth running of the department, as well as supporting the effective delivery of NSV for all departments across the MOJ and its Agencies.
This is an ‘admin heavy’ role with two prominent workstreams:
- Vetting Operations which is responsible for the end-to-end process of NSV applications in which you will sponsor cases and issue links. Creating records and maintaining them on the NSV database.
- Supporting the HEO/EO in ensuring all Aftercare is applied and maintained where applicable, running reports and issuing monthly and renewal reminders. Responding to all emails in a timely and professional manner, confirming clearances, unlocking accounts and re-registering timed out applications escalating all difficult queries to the Vetting Team Co-Ordinator. Maintaining the National Security Vetting Contact (NSVC) network.
Responsibilities, Activities, Duties
- Provide high-quality administrative support to the department and senior managers.
- Manage the National Security Vetting (NSV) Team mailbox, ensuring timely and professional responses to all queries.
- Sponsor all Ministry of Justice (MoJ) NSV applications via the UKSV NSVS Portal, including issuing reminders and unlocking accounts or reissuing timed-out links.
- Maintain accurate and up-to-date records of all NSV applications, including initiating transfer/share requests and updating personal circumstance changes received from UKSV.
- Process and log all ASAFs (Aftercare Security Assessment Forms) and other relevant documentation.
- Generate, review, and action reports from internal and external systems.
- Maintain key resources such as the NSV Contact List, Vetting Matrix, and SharePoint Hub.
- Support the planning and delivery of departmental projects and administrative initiatives as required.
- Respond flexibly to team needs by undertaking additional administrative tasks as necessary.
- Proactively pursue personal and professional development opportunities.
Behaviors
- Making Effective Decisions
- Delivering at Pace
- Working Together
- Seeing the Bigger Picture
Essential Skills/Experience
- Proven ability to work with high accuracy and attention to detail
- Excellent communication skills, written and spoken
- Competent IT user with experience in MS Office suite of applications
- Experience in supporting colleagues in a team environment to achieve set objectives
- Experience of working under pressure handling multiple tasks and prioritising your own workload
- A willingness to undergo National Security Vetting in order to achieve SC, including ongoing adherence to the standards and behaviours expected of a clearance holder. National security vetting: clearance levels - GOV.UK
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Desirable Skills/Experience
- A background in personnel security, particularly a knowledge of National Security Vetting processes and/or pre-employment screening and administration tasks.
- Experience of and a high level of competence in, administrative tasks gained through working in an office-based or other relevant environment (private/public sector).
- A proven ability to deliver an ‘at volume’ service consistently and at pace, whilst adhering to service and policy standards
- Experience in managing a functional mailbox.
- Experience in customer service.
- An understanding of the principles of data protection and a strong commitment to confidentiality and discretion when handling sensitive personal or organisational data
Employment Screening Required
- BPSS
- SC
Application Process
This vacancy will be assessed using the Civil Service Success Profiles framework, with a focus on Behaviours.
As part of the application process, you will be required to provide a 250-word STAR (Situation, Task, Action, Result) example for each of the four specified behaviours, demonstrating how you meet the essential criteria for the role.
Candidates who are shortlisted will be invited to attend a panel interview. During the interview, you will be asked a combination of strength-based questions and behaviour-based questions aligned to the four assessed behaviours.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles: All successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).
For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
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All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
Benefits
The MoJ offers a range of benefits:
- Annual Leave: Annual leave is 25 days on appointment and will increase to 30 days after five years’ service. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
- Pension: The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
- Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- Networks: The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
Vacancies advertised “cross-government” are only open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition
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