UK Ministry of Defence
Army Administrative Officer
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Dudley, DY2 8RH.
We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern workspaces will give you the opportunity to enjoy a healthy work-life balance, while ensuring you deliver your outcomes effectively and efficiently – we expect you to know where to be to have the most impact, balancing your individual needs with that of your team and the organisation. However, recognising the benefits of face to face working, especially for new joiners, there is an expectation that you would be in the office at least 60% of the time (3 days a week).
Job Summary
This is an exciting opportunity for an organised and dynamic person to join a busy Army Reserve Unit; to play a crucial role in supporting trained Royal Yeomanry Service personnel based at B Sqn, Dudley as they prepare for operations.
You will be working with a mixed workforce of Regular and Reserve Soldiers as well as civil servants. The organisation provides a friendly and supportive family atmosphere for all who work here.
This exciting and fulfilling opportunity supporting the operational readiness of Royal Yeomanry soldiers ready to mobilise in operations, at home and around the world. Providing administrative support to all Sqn personnel whilst ensuring efficient management of records, communications, and documentation.
This position is advertised at 37 hours per week.
Job Description
As the Admin Officer, your work will be integral to the day-to-day management of administrative support to Royal Yeomanry Officers and Soldiers.
Main Responsibilities Will Include:
- Manage and update personnel records.
- Administer the pay and personnel details using MOD systems.
- Assist in the annual cycle of audits; external and internal inspections.
- Responsible for raising security clearance (SC) requests.
- Maintenance of all filing systems including receipt, dispatch, and distribution of mail.
- Provide the full range of first line efficient administrative support to all Sqn personnel.
- Process and manage the inputting of all Reserve Forces Attendance Pay System and allowances ensuring all attendance are processed in a timely fashion.
- Update Monthly Management Checks and run reports weekly, monthly, quarterly as per Regiment Battle Rhythm.
- Maintaining and controlling all users of DEFNET as the Authorised Demander. Ensure all electronic files are stored and distributed in accordance with policy.
- The continued monitoring of all Sqn personnel, including non-attenders, medical queries and Individual Training Requirements failures and processing arrival/discharges and attestation process as appropriate.
- Provide safe working environment within your area of responsibilities and work-station/desk/office in line with current SHE policy.
Person specification
Essential Skills Required:
- Strong organisational skills with the ability to manage multiple tasks and priorities.
- Excellent verbal and written communication skills.
- Good IT skills, including Microsoft Office applications.
- A strong focus on customer service and stakeholder engagement.
- Attention to detail and the ability to maintain accurate records.
- Ability to work effectively both independently and as part of a team.
- A proactive and flexible approach to problem solving.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Making Effective Decisions
- Working Together
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).
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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
- Highly competitive pension scheme with a 28.97% contribution
- 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.
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.
Artificial intelligence
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 (opens in a new window) for more information on appropriate and inappropriate use.
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Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
At the application stage, you will be assessed against the following criteria, listed in priority order:
- Behaviour - Managing a Quality Service
- Your CV
- Personal Statement - of no more than 250 words detailing how you meet the essential skills criteria
Where a large number of applications are received, an initial sift may be conducted against the Managing a Quality Service only. The remaining evidence submitted at the application stage will be assessed only if you are successful at this initial sift.
At interview stage, you will be assessed against the following criteria, listed in priority order:
- Behaviour - Making Effective Decisions
- Behaviour - Working Together
Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed and will be held in person. We endeavour to keep to these time frames, but these are subject to change around business needs.
Further Information:
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.
As a result of the changes to the UK immigration rules which came into 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.
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.
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