Army - Admin Officer

About the job

• Benefits
• Things you need to know
• Apply and further information

Location

Portsmouth, PO3 5LG

We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern work spaces will give you the opportunity to enjoy a healthy work-life balance, while ensuring you deliver your outcomes effectively and efficiently – we expect you to know where to be to have the most impact, balancing your individual needs with that of your team and the organisation.  However, recognising the benefits of face to face working, especially for new joiners, there is an expectation that you would be in the office at least 60% of the time (3 days a week).

About the job

Job summary

The Ministry of Defence employs over 50,000 Civil Servants. Within that, with responsibility for an annual budget of over £10bn, the Army is a major part of the Ministry of Defence and one of its largest operating centres who employ around 12,000 Civil Servants located at over 300 locations supporting the 110K regular and reserve soldiers across the Army. This Civil Service workforce is diverse, with many different functions and professions ranging from police officers, security guards, trainers, human resources, teachers, and psychologists to storekeepers, financiers, project and programme managers, and policy secretariat staff.

6 Regiment Army Air Corps (AAC) is the sole Army Reserve regiment of the British Army Air Corps. The regiment consists of four Squadrons based around the south of the UK. 6 Regiment provides soldiers trained to assist Joint Aviation Command on exercise and operations both in the UK and worldwide. 679 (The Duke of Connaught's) Squadron AAC based in Portsmouth is part of the 6 Regiment Army Air Corps, the squadron provides ground-crews to support Apache AH1 helicopters.

This position is advertised at 37 hours per week.

Job description

We are seeking a dedicated individual to join our civilian support team as an Admin Officer within an Army Reserve unit. In this vital role, you will provide expert administrative and HR support to military personnel, contributing to mission readiness by ensuring personnel services run efficiently, fairly, and accurately. This is a unique opportunity to support national defence in a civilian capacity. Primarily delivering payroll personnel administration, auditing pay and processing accurate up-to-date documentation and staff support to the Permanent Staff and Army Reserve soldiers.

Key responsibilities:

Sub-unit Personnel Administration:

• Maintain Joint Personnel Administration (JPA) personal records for all personnel ensuring all fields are accurate, including ID discs and Will forms and locations. Amendment to Terms of Service and applications for transfer as necessary. Maintain Terminations and authorised Overage Extensions.
• Carry out Arrivals/Departures procedure for all personnel administratively assigned to the sub-unit.
• Verify and process documentation for personal changes.
• Maintain discharge/long term non-attendee process and annual letters to employers.
• Documentation - Maintain individual personnel documentation on JPA and on Personal files.
• Administer and control deployable document packs for immediate issue in case of deployment on training or operations. To include the review of Passport Application process for deployments.
• Medicals. Conduct Sqn (Squadron) administration of occupational health appointments including vaccinations and Audio. Liaise with local DPHC (Defence Primary Healthcare) and Sqn medic as required.

Finance Documentation:

• Maintain soldiers’ pay accounts in accordance with current regulations. Provide a basic level of interpretation. Check PPS (Personnel and Pay System) on Churchill for correct payment codes and missing information.
• Conduct a monthly scrutiny of statement of earnings and deductions through JPA and rectify anomalies.
• Provide 1st line advice and assistance with iExpenses package and be aware of all entitlements in accordance with current regulations.
• The analysis assessment and payment of end of year Certificate Of Efficiency entitlements in accordance with current regulations. This includes liaison with training staff in preparation for packs going to the Commanding Officer for final approval.
• Security. Apply for Security Clearance (SC) through the National Security Vetting Portal (NSVP) and monitor SC expiry dates and process renewals where necessary.

Information Administration:

• MODNet & JPA focal point to include JPA induction training to Army Reserve personnel.

Other:

• Carry out monthly Analysis of JPA data to provide mandatory assurance.
• Telephone enquiries.
• Operate and maintain office machinery.
• Manage Group Mailbox and fax correspondence.
• Monitor Security gate and allow access via intercom.
• Stationery and Postal - Manage the Squadron Stationary and Postal accounts, to include the timely collection/processing of all incoming and outgoing mail.

Once in post, you will be required to complete the following training:

• JPA & Functional Software training on personnel and pay modules.
• Personal Vetting records Officer (PVRO)
• All Arms Unit Post Orderly.
• Safeguarding.
• All Civil Service mandatory and post related courses/training.

Person specification

Essential skills required:

• Capability to provide value added support and advice to personnel by answering queries in person, phone or email.
• Good IT skills and experience of general office processes are required to enable the you to work at a reasonable pace.
• Ability to communicate clearly in both written & verbal form with accuracy and capable of following standards such as Data Protection Act and electronic ways of working.

Desirable skills:

• Work is accomplished using Microsoft Office so experience using Excel applications is highly desirable but not essential as full training will be provided.

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Seeing the Big Picture
• Delivering at Pace
• Making Effective Decisions

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service
• Seeing the Big Picture

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 (opens in a new window).

The Army prides itself on being a supportive employer and where possible encourages flexible working, helping you to maintain a great work/life balance.

Other benefits for Army civil servants include:

• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
• Highly competitive pension scheme
• Personal and professional development of skills
• Alternative working patterns for many roles
• Access to the Employee Assistance Programme (EAP), a free service that assists you with achieving a productive, healthy environment that is conducive to a healthy lifestyle.
• Enhanced parental and adoption leave
• 6 days special leave per year which can be used for volunteering activities
• Learning and Development

We believe that everyone has the potential to make a difference and you will be supported to help you learn and advance in your career. This includes working towards membership of a professional body and/or undertaking a modern apprenticeship as part of your role.

A modern apprenticeship is a combined package of work and training. Through the schemes available you will gain a professional qualification, practical experience, and the broader skills required to develop in your current role and pave the way for your future career.

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

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.

At the application stage, you will be assessed against the following criteria, listed in priority order:

• Seeing the Bigger Picture
• Managing a Quality Service

Where a large number of applications are received, an initial sift may be conducted against the Seeing the Bigger Picture only. The remaining evidence submitted at the application stage will be assessed only if you are successful at this initial sift.

At interview stage, you will be assessed against the following criteria, listed in priority order:

• Delivering at Pace
• Making Effective Decisions

Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed and will be held in person. We endeavour to keep to these time frames, but these are subject to change around business needs.

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 ro