DBS Administrative Officer Job at Ministry of Defence
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About the job
Benefits
Things you need to know
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Location
About the job
Job summary
This is a bulk recruitment campaign for Administrative Officer positions in Defence Business Services (DBS) Financial, Procurement & Civilian People Services (FPCP) Operational Teams.
We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce with a diverse group of backgrounds.
DBS is one of the largest shared services organisations in Europe, providing HR services, pay, pensions, compensation, and allowances totalling more than £13bn per annum and serving more than one million people from a wide variety of audience groups on behalf of the Ministry of Defence (MoD).
DBS provides Human Resource (HR), Pay, Veterans Services, Finance and Procurement services by delivering critical support that enables MOD and Government to focus on strategic Defence priorities and maintain National Security.
Our Vision - To support UK defence customers with outstanding service every time.
Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.
Job description
DBS currently have various exciting opportunities within our organisation. Our teams are highly committed to employee engagement and customer service. We will fully up-skill you in the service you are on-boarded into with opportunities to develop yourself professionally.
FPCP administration officer roles vary, they include but are not limited to Recruitment and On-boarding, Pay, Performance & Recognition, Business Change, Working Patterns and Leave or Exit Services.
To enable the delivery of these services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business-critical services to MOD.
We have full-time, part-time, job-share and flexible working positions available. We will work with you and be as accommodating as possible when agreeing your working hours however the final decision will be based on business needs.
In addition to permanent roles, there are also a variety of fixed term contract lengths available- up to a maximum of 23 months (with a view to permanence). Some posts are fixed term due to a funding review.
A reserve list of successful candidates will be held for 12 months. Appointments will be made from this reserve list should any future vacancies arise.
Person specification
As an administrative officer, you will be expected to:
- Adopt a ‘Customer First’ ethos responding to customer enquiries to provide advice on policy and process. Keeping customers regularly updated on progress and seeking to remove any barriers to progress so that appropriate timescales are maintained.
- Provide quality customer service to ensure ‘right first time’ customer service is delivered at all times, taking ownership for issues and customer enquiries reducing hand-offs, response times and improving the quality of advice whilst managing expectations.
- Work with enthusiasm, attention to detail and good interpersonal skills.
- Deliver general administrative tasks such as record creation, case monitoring, customer notification, general casework, and appropriate record handling in line with Data Protection.
- Handle queries from customers, providing advice on policy, processes and services relating to FPCP.
- Undertake classroom based or desk training in support of up-skilling and the delivery of flexible resourcing across FPCP to accommodate demand in peaks and troughs in line with the Workforce Plan.
- Follow DPA and MOD Security protocols when dealing with documents and data.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Managing a Quality Service
- Communicating and Influencing
We only ask for evidence of these behaviours on your application form:
- Leadership
- Managing a Quality Service
Benefits
- 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 average employer contribution of 27%
- An opportunity to join an apprenticeship scheme
External recruits joining the MOD who are new to the Civil Service will be subject to a six-month probation period.
This post does not offer any assistance with relocation allowances.
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/
Discover My Benefits
Please follow the link to visit the Discover My Benefits site which showcases the benefits and discounts offered when working as a civilian for the MOD.
https://discovermybenefits.mod.gov.uk/civilian/
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 Notice sets out how we will use your personal data and your rights.
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 by 31st December 2022. 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.
Things you need to know
Selection process details
To be successful in this campaign, we highly recommend that all applicants read the guidance on CS behaviours and use the STAR method in their applications and interviews.
The sift will take place week commencing 16/01/2023 with interviews taking place as soon as possible thereafter.
Sift:
The sift is based on the Leadership and Managing a Quality Service behaviours and a personal statement based on the below specification.
Person Specification:
- Proficiency in the use of Office 365 applications such as Outlook, Excel, PowerPoint, SharePoint etc.
- Works well with others, is positive and helpful; listens, involves, respects and learns from the contribution of others.
- Ability to manage and prioritise own workload.
Behaviour:
As part of the application process, you will be asked to complete two behaviour statements (250 words each.)
The Leadership behaviour response should focus on the following:
Tell me about a time when you worked well as part of a team.
The written evidence you provide must relate to your own experiences. If you do not have work-based examples then please give examples from school/college, clubs, volunteering or other activities you have been involved in.
It may help to use one or more examples of a piece of work you have completed or a situation you have been in, and use the WHO or STAR model to explain:
What it was, how you approached the work/situation and what the Outcomes were, what did you achieve?
Or What was the Situation? What were the Tasks? What Action did you take? What was the Result?
Interview:
The interview is based on three behaviours and will take place via Microsoft Teams. We will ask you to turn your camera on so the panel can verify your ID and then continue the interview.
In the event where we have two individuals scoring the same, the order of merit will be determined based on the leading criteria.
The criteria are listed below in order of priority:
- Managing a Quality Service
- Leadership
- Communicating and Influencing
In the rare case where individuals have exact matching scores, the order of merit will be determined based on the sift score in the below order of priority:
- Leadership
- Managing a Quality Service
There will be no reimbursement for any travel expenses for the interview.
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.
The role currently being advertised has not been assessed as business critical and 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 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
Please ensure you read the attached candidate information document prior to completing your application. Please refer to the attached Candidate Information guide.
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter.
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.
Apply and further information
Contact point for applicants
Job contact :
Recruitment team :
Further information
Complaints
Please be aware that the selection and interviewing of applicants is the responsibility of the Recruiting Line Manager (RLM) and not the Defence Business Services (DBS) Resourcing team. DBS do not play any part in the selection and interview process.
Therefore, if you wish to discuss your feedback, or you are dissatisfied with your markings, you should in the first instance raise this with the Recruiting Line Manager of the vacancy.
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:
Complaints Management Team, Defence Business Services, Oak Building Mail Point #6109, MOD Abbey Wood North, Bristol, BS34 8QW
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
Cabinet Office Fraud Checks
Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant whose details are found to be held on the IFD will be refused employment
Civil Service Recruitment Principles
Please see the link below for the civil service recruitment principles.
https://civilservicecommission.independent.gov.uk/recruitment/recruitment-principles/
To find out a bit more about what it’s like working for MOD, visit the Civil Service Careers Website
https://www.civil-service-careers.gov.uk/departments/working-for-the-ministry-of-defence/
Please see the MOD Privacy Notice link below which describes how we will use your personal data, explains your rights and gives you information you are entitled to under Data Protection legislation.
https://www.gov.uk/government/publications/ministry-of-defence-privacy-notice/mod-privacy-notice
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