DBS Administrative Officer Job at Ministry of Defence
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About the job
Job summary
This position is advertised at 37 hours per week.
This is a joint bulk recruitment campaign for Administrative Officer positions between Defence Business Services (DBS) Financial, Procurement & Civilian People Services (FPCP) Operational Teams, and DBS Armed Forces & Veterans Services (AF&V) Operational and Welfare 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.
Applicants should note that DBS has recently undertaken a review of its operational locations in the North West, and will consolidate all activities in Blackpool. This means that DBS staff will move from both Walker House (Liverpool) and Cheadle Hulme in the late Summer of 2023 and initially relocate to Tomlinson House (Norcross). A further move, to the new Government Hub at Talbot Gateway in Blackpool, is scheduled to take place in 2026.
As a result, all vacant DBS posts in the North West will be advertised at Tomlinson House (Norcross). There is, however, an expectation that all DBS staff, irrespective of their agreed duty station, will travel to other DBS and/or MOD site(s), as required, to complete all necessary training and to participate in team or additional collaborative activities – detached duty terms may apply. Terms of transfer have been negotiated for DBS posts relocating in the North West. DBS also supports Flexible Working, which can be discussed in more detail at interview.
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, Finance Invoices and Revenues, Business Change, Working Patterns and Leave or Exit Services.
AF&V in Blackpool administers the Compensation Schemes for Serving Personnel and Veterans, provides Welfare and support to Veterans, their dependants, bereaved families and beneficiaries of the pensions and compensation Schemes and assists with transition from service to civilian life. An ongoing multi-million-pound Transformation Programme will transform the way Veterans Services are delivered and how customers will access our services.
AF&V roles will vary and include working within one of our operational or welfare and transition teams in the following areas: Operational Delivery, Client-Facing Welfare Services & Transition Services, Complaint Resolution, Assurance, Policy.
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.
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 or AF&V services.
- Undertake classroom based or desk training in support of up-skilling and the delivery of flexible resourcing across FPCP or AF&V 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:
- Communicating and Influencing
- Managing a Quality Service
- Leadership
- Working Together
We only ask for evidence of these behaviours on your application form:
- Working Together
Benefits
- Learning and development tailored to your role
- An environment of flexible working options with the possibility of hybrid working based on business requirements
- A culture encouraging inclusion and diversity
- A Civil Service pension
- 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/
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.
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.
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.
Sift:
The sift is based on the Working Together behaviour and a personal statement based on the below specification. If you require a reasonable adjustment at sift or interview stage, please contact us as soon as possible.
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 one behaviour statement (250 words) 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.
In the rare case where individuals have exact matching scores, the order of merit will be determined based on the behaviour scores at interview in the following order:
- Communicating and Influencing
- Managing a Quality Service
- Leadership
If candidate scores are still exact, the merit order will then be determined on the sift score in the below order or priority:
- Working Together
- Personal Statement
Sift/Interview will take place in January and February 2023.
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
Further information on nationality requirements
This vacancy is part of the A Great Place to Work for Veterans initiative Making-thecivil-service-a-great-place-to-work-for-veterans
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. 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.
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.
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