Benefits
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Full job description
Details
Reference number
407042
Salary
£2+,580
London locations may attract an allowance of £3,300 per annum
A Civil Service Pension with an employer contribution of 28.+7%
GBP
Job grade
Executive Officer
Contract type
Permanent
Business area
MOD - Head Office Corporate Services
Type of role
Administration / Corporate Support
Business Management and Improvement
Working pattern
Flexible working, Full-time, Part-time
Number of jobs available
1
Contents
Location
About the job
Benefits
Things you need to know
Apply and further information
Location
City of Westminster, London (region), SW1A 2HB
About the job
Job summary
Do you enjoy working in a team where two days are not the same whilst juggling multiple priorities?
Does the prospect of providing key Business Management Support to our five Ministers, the Permanent Secretary and Chief and Vice Chief of the Defence Staff interest you?
Are you someone keen to ensure that resources (both money and people) are managed effectively?
Do you enjoy working in a team where two days are not the same whilst juggling multiple priorities?
Do you thrive well in juggling multi-varied tasks to deliver effective service to colleagues?
We have just the job for you within the Top Office Group (TOG)! At the Top Office Group, you can observe and appreciate how Ministers and senior staff work to deliver Defence Outputs.
We believe the successful candidate holds a crucial role in our team in ensuring that the Private offices work smoothly and that any issues are quickly resolved. We expect the post holder to have excellent IT skills and effective verbal and written communication skills.
This is an exciting opportunity to work within the Top Office Group (TOG) and learn how Ministers and senior staff work.
Job description
Providing Microsoft O365 and Record Management support as well as contributing to the development of the information management strategy.
Maintaining and developing SharePoint sites for the various teams across TOG and sending out regular communications to Private Offices.
Engaging with teams across TOG to create and distribute the TOG Monthly newsletter.
Scrutinising and seeking approval for financial business cases for Travel, TS, overtime and other miscellaneous expenditure.
Being proactive in supporting leadership to drive improvement in the day-to-day ways of working and delivery of learning and development.
Coordinating the timely completion of draft responses to Freedom of Information requests, Parliamentary Questions and Treat Official correspondence relating to Ministers and TOG Senior Officials. Liaise with Subject Matter Experts, producing draft answers and appropriate background notes; ensuring that other stakeholders are involved as necessary; and updating the e-Case tool as appropriate.
Act as Deputy Low Value Purchase (LVP) Manager, supporting and, where required, deputising for the LVP Manager on all electronic Procurement Card (ePC) matters, as set out in JSP 332.
Maintain appropriate records for c27 ePCs, ensuring regularity, propriety and appropriate use of cards. Manage the card approval/application process, arrange card limit uplifts (where appropriate), review and analyse information, identify inconsistencies and take action when necessary.
Act as the focal point for any dealings with the LVP mentors, Barclays bank and cardholder queries. Ensure any ePC procedural changes are communicated efficiently and effectively to all TOG cardholders.
As a CPF Procurement Officer submit purchase requisitions for payment for Miscellaneous Goods and Services supplied to the TOG (for example; entertainment, dining, catering, accommodation and Staff courses), liaising with finance and commercial teams and other stakeholders where appropriate.
As a CPF Procurement Officer, raise requests for stationery, specialist furniture and IT peripherals where directed via the Contracting, Purchasing and Finance (CPF) tool on behalf of the Top Office Group (TOG).
Assisting in the delivery of effective communications and planning of events.
It is our belief that this will be a phenomenal opportunity for the candidate to widen and develop their skills and knowledge whilst working in a high paced environment.
This position is advertised at 37 hours per week.
Person specification
Essential criteria:
Working in the TOG Business Management team requires:
Self-starters, able to set goals, create opportunities, win support for them and see them through.
People with excellent interpersonal skills, able to express themselves clearly and engage with a diverse set of stakeholders.
People with sound judgment and analytical skills, able to take evidence-based decisions and calculated risks, with a good instinct for when to seek direction.
People who are resilient, able to oversee and progress a broad programme of activities, prioritising among them and delivering to deadlines.
We welcome applications from job share partners and those who would like to work flexibly or do compressed hours. We also promote a healthy work/life balance for individuals at every grade in our organisation.
Desirable criteria:
SharePoint Administrator Experience
O365 Experience
Training
Incumbent should be prepared to obtain the required mandatory training and specific training relating to the job within 6 months of taking up the position:
Freedom of Information Course
O365 SharePoint Administrator Upskilling Course (If no SharePoint Experience)
Defnet Training
CPF Training
CPF Training
Information Manager Course
Behaviours
We'll assess you against these behaviours during the selection process:
Managing a Quality Service
Delivering at Pace
Communicating and Influencing
Working Together
We only ask for evidence of these behaviours on your application form:
Managing a Quality Service
Delivering at Pace
Benefits
Alongside your salary of £2+,580, Ministry of Defence contributes £8,56+ 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.+7%
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.
Things you need to know
Selection process details
This vacancy is using Success Profiles , and will assess your Behaviours and Experience.
At sift you will be assessed against your CV, suitability statement and the following Behaviours:
Managing a Quality Service
Delivering at Pace
Your CV and suitability statement should show how your skills, work history and experience meet the essential / desirable requirements for the roles.
At interviews you will be assessed against the following Behaviours:
Delivering at Pace
Communicating Influencing
Working Together
Managing a Quality Service
Further information:
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.
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.
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.
Security
Successful candidates must undergo a 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 (opens in new window) checks.
Nationality requirements
Open to UK nationals only.
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, as outlined in the Civil Service Commission's recruitment principles .
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 and the Civil Service Diversity and Inclusion Strategy .
Apply and further information
This vacancy is part of the Great Place to Work for Veterans 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 : Jacqueline Draper (TOG-BM)
Email : Jacqueline.Draper10+@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.
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