UK Ministry of Defence
Main Guard Room Reception
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Job Summary
Reception duties for all visitors to RAF Odiham. This includes the operation of the Site Access Management System (SAMS) known as SYSIS within the Front of House (FoH) Reception, providing a professional and courteous service to all as the first point of contact at RAF Odiham.
Provide administrative and operational support to ensure effective delivery of departmental objectives.
Support Senior managers in policy, operations and service delivery.
Coordinate with internal sections and external stakeholders.
Contribute to efficiency and improvement initiatives.
This position is advertised at 37 hours per week.
Job Description
The post holder is responsible for delivering a professional and efficient Front of House service at RAF Odiham, acting as the first point of contact for visitors, contractors, service personnel and members of the public. This includes verifying visitor credentials, issuing temporary access passes, ensuring compliance with station security procedures and RAF Odiham policies, and reporting any discrepancies or security concerns to the appropriate authority.
The role includes responsibility for the administration and control of station key management processes. This involves verifying the identity of individuals requesting keys, issuing keys in accordance with authorised procedures, maintaining and updating the Key Authorisation List, ensuring full administrative compliance, and reporting any anomalies or irregularities to the on-duty Guard Commander or Supervisor. In support of the Station Security Officer (SSyO), the post holder is also responsible for ensuring that all station keys held within the Front of House are current, accurately recorded, and periodically confirmed by the relevant sections.
The post holder is required to monitor the condition of the Front of House and Main Guardroom environments, identifying and reporting Works Services requirements as they arise. This includes maintaining oversight of reported issues, ensuring timely follow-up action, and escalating unresolved matters to the on-duty Guard Commander or Supervisor where necessary.
The role is responsible for maintaining an accurate and up-to-date Building Custodian (BC) list within the Front of House area. This requires requesting updated information from Works Services Flight (WSF) every three months, displaying the current list appropriately, and notifying the on-duty Guard Commander or Supervisor if updates are not received within five working days of the request.
The post holder administers the issue of permanent station passes for non-service personnel, vehicles, and Social and Family members. Responsibilities include conducting the appropriate security clearance checks and vetting enquiries before passes are issued and liaising with applicants via email or telephone to notify them when passes are ready for collection.
In addition, the role includes responsibility for the procurement and management of stationery and consumables required to support the SYSIS computer system and Front of House/Main Guardroom operations, ensuring adequate stock levels are maintained through timely ordering.
Acting on behalf of the Station Security Officer, the post holder also manages Baseline Personnel Security Standard (BPSS) applications for personnel requiring permanent access to RAF Odiham, ensuring applications are processed accurately and in accordance with security and access control requirements.
The role demands a high level of attention to detail, discretion, customer service, and adherence to security procedures while supporting the safe and effective operation of RAF Odiham's access control and administrative functions.
Person Specification
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Evidence of administrative experience in a busy office, reception, security, or customer-facing environment.
Experience of providing high-quality customer service to a diverse range of customers and stakeholders.
Understanding of the importance of security, access control, and identity verification processes.
Experience of managing multiple tasks and priorities in a fast-paced environment.
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Seeing the Big Picture
- Managing a Quality Service
Salary and Benefits
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.
- 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%
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 for more information on appropriate and inappropriate use.
Selection Process Details
This vacancy is using Success Profiles, and will assess your Behaviours and Experience.
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Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience
Candidates will be required to provide a statement of suitability (500 Words).
At sift, candidates will be assessed against their CV and Statement of suitability and the following:
- Seeing the Big Picture
At Interview, Candidates Will Be Assessed Against The Following
- Delivering at Pace
- Managing a Quality Service
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.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a basic (or equivalent) criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check. See our vetting charter.
People working with government assets must complete baseline personnel security standard 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)
- 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,
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