UK Ministry of Defence
Navy Command - Whitefleet Administrator
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HMNB Clyde, Faslane, G84 8HL
Job Summary
At Navy Command, we lead, support, and sustain the Royal Navy across every theatre of operations. We coordinate the people, platforms, and missions that keep the Fleet ready for today’s challenges and tomorrow’s opportunities. Together, we uphold centuries of naval tradition while driving innovation that ensures the Royal Navy’s readiness to protect our nation and secure our future.
As the authority for the Royal Navy’s nuclear submarine capability, the Submarine Directorate oversees one of the most complex and critical elements of UK defence. Covering everything from in‑service management to long‑term fleet modernisation, the directorate ensures the Submarine Flotilla remains safe, reliable, and ready to meet national security requirements.
You'll be based at HMNB Clyde, home to the UK Submarine Service. It sustains the nation’s continuous at-sea deterrent and supports the Royal Navy’s fleet of nuclear-powered submarines. As a centre of excellence for submarine operations, Clyde plays a critical role in national security and global stability.
Job Description
Ready to play a vital role in keeping HMNB Clyde’s fleet moving smoothly and efficiently? We’re looking for a proactive and organised individual to provide essential support across White Fleet and Defence Mechanical Handling Equipment (Yellow Fleet) transport operations. As a key link between end users, contractors, and management teams, you’ll ensure that fleet vehicles and machinery are available, well-maintained, and compliant with MOD policies—helping to keep operational capabilities at their best. If you thrive in a fast-paced environment and enjoy coordinating complex logistics, this is the perfect opportunity to make a real impact!
What You Will Do:
- Serve as one of the primary contacts for White Fleet (WF) and Yellow Fleet (YF) transport assets at Clyde and various outstations across Scotland, overseeing day-to-day matters related to their management and operations.
- Responsible for issuing maintenance events to WF users via email, ensuring timely reminders for scheduled maintenance events, and conducting assessments to verify asset suitability upon return.
- Collaborate with stakeholders to validate new requests for White Fleet/ Yellow Fleet assets, ensuring compliance with Phoenix WF & DMHE Contract Security Operating Procedures and JSP 800, and confirming alignment with end-user specifications.
- Manage a comprehensive defect/repair process for assets, meticulously recording all White Fleet incidents, expediting necessary actions, and maintaining essential paperwork for efficient asset management.
- Facilitate the administration and processing of vehicle collection/delivery, coordinating with end users and Contractors as necessary to streamline transport operations.
- Coordinate the timely submission of visitor notification security documentation for ad hoc MOD & Contractor visits, ensuring adherence to Security instructions and protocols.
- Monitor daily tracker reports to identify disconnected trackers, conduct investigations into the root causes, and arrange prompt reconnection to maintain operational efficiency.
- Assist the Neptune Compliance Manager with the delivery of White Fleet compliance and assurance activities, ensuring ongoing regulatory compliance.
- Conduct regular compliance checks on all Yellow Fleet assets, including monthly documentation reviews to ensure compliance with JSP 800 and local policies, escalating any non-compliance issues for resolution.
- Record and report defects for all Yellow Fleet assets, raising them through the appropriate applications, while also monitoring Yellow Fleet assets and recording utilisation/mileage data monthly via the Mitre Portal.
- Assist with queries and uploads of MyDrive accounts, monitor Campbell for outdated licences/competences.
- Maintain the FMT1000's and SON's submissions to ensure asset suitability.
- Order consumables through the Phoenix Contract.
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Person specification
To be successful with your application, you'll need to show that you meet the following essential criteria:
- Competent IT user with experience using Microsoft Office applications.
- Strong organisational skills with the ability to manage multiple administrative tasks.
- Ability to monitor and investigate operational and emergent issues.
- Experience maintaining accurate records and producing reports using electronic systems and spreadsheets.
- Strong attention to detail and accuracy in record-keeping, documentation, and reporting.
- Good communication skills to respond to queries, liaise with stakeholders, and provide support to Authorised Demanding Officer and Compliance Manager.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Seeing the Big Picture
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).
- 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
- Market-leading employer pension contribution of 28.97%
- Personal & professional development
- Alternative working patterns for many roles
- Access to a confidential, professional support service
- Discount schemes
- Bicycle / season-ticket loans
- Enhanced maternity, paternity, and adoption leave
- Special paid leave to volunteer (up to 6 days a year)
- Assisted travel scheme
In Navy Command we believe that everyone has the potential to make a difference and you’ll be supported through your learning journey and your career. This can include working towards membership of a professional body and/or undertaking an apprenticeship as part of your role.
You’ll have access to a variety of qualifications pathways ranging from GCSE/A-Level equivalent all the way up to master’s degree, depending on your role, your previous skills and your experience. Some qualifications even include “on-the-job” training which means minimal disruption to your working day but maximum impact
This position is advertised at 37 hours per week.
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.
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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.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
As part of Defence Reform, Navy Command continues to review and evolve its Target Operating Model to support more agile ways of working. In this context, the role and responsibilities of this role may develop over time to reflect changing business priorities and opportunities.
Candidates will be required to provide CV details to include job history and qualification details.
Personal Statement:
Candidates will be required to provide a statement of suitability. ( 500 word count)
At sift, candidates will be assessed against their CV and Statement of suitability.
At interview, candidates will be assessed against the following: (delete as appropriate!)
Behaviours:
Managing a Quality Service Communicating and Influencing Seeing The Big Picture
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.
There may be occasions where it is not practicable or appropriate to interview all DCS candidates that meet the minimum criteria for the job. For example, in certain recruitment situations such as a high volume of applications, seasonal demand, or peak periods, the employer may wish to limit the overall number of interviews offered to both DCS and non-DCS applicants.
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
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