Details

Reference number

377533

Salary

£26,235

This post may be eligible for the relevant London weighting allowance.

A Civil Service Pension with an employer contribution of 28.97%

Job grade

Administrative Officer

Contract type

Permanent

Business area

MOD - Air - RAF NORTHOLT, Base Support Wing

Type of role

Administration / Corporate Support

Working pattern

Full-time

Number of jobs available

Contents

Location

About the job

Benefits

Things you need to know

Apply and further information

Location

RAF Northolt, Ruislip, London

About the job

Job summary

This is an exciting opportunity to work as a Registry Clerk at a high-profile RAF Base, to provide all aspects of Postal Services and Registry procedures to the Station.

This is an opportunity to join a diverse and dynamic team who is committed to creating a welcoming, inclusive workplace where staff can bring their whole selves to work and perform at their best.

BSW Mission and Vision:

To provide effective and efficient Base support to RAF Northolt in assisting with operations, engagements, and contingency plans. We will do this by working collaboratively, transparently with key stakeholders, and by being operationally focused.

This job is for 37 hours per week, Monday to Thursday (8 AM to 4 PM) and Friday (8 AM to 3 PM).

Job description

As the Administrative Officer (AO) you are responsible of the management and overall supervision of the Central Registry and Post Room, ensuring the efficiency of these sections is maintained to the highest level at all times. The daily supervision of Central Registry and Post Room.

Post holder’s key responsibilities and tasks

Mail: Sort all inbound and outbound mail from both internal and external sources in the most effective and efficient manner using JPA, MS Outlook; and our Personnel Database as required
Mail: Special Delivery, Signed For, Parcel Force and tracked parcels. Inbound items are to be signed for and recorded iaw the LWI. Outbound items are to be dispatched in the most cost-effective manner taking into account the method of despatch requested by the customer and actioned iaw the LWI for that method.
Maintain adequate security and recording procedures for all items of RM, PF mail and parcels requiring a signature iaw JSP 367Chapters 3 & 4 are to be followed
Ensure that personnel collecting mail are in possession of valid ID and maintain a register of personnel who have authority to collect mail for their section.
Control and handling of classified material: All classified material is to be handled in accordance with JSP440, Chpt 4 and JSP 367 Chpt 7.
Ensuring that all invoices received are to be reconciled against mail manifests then forwarded promptly to the Deputy Business Manager for authorisation to pay.
Maintain adequate security and recording procedures for all items of RM, PF mail and parcels requiring a signature iaw JSP 367Chapters 3 & 4 are to be followed.
Manage and maintain Paper Asset Register for all paper records (hard copy files) held on station and maintaining sufficient stock of forms and stationery.
Ensure that personnel collecting mail are in possession of valid ID and maintain a register of personnel who have authority to collect mail for their section.
Ensure the security of the Station Registry/Post Room
The opening and distribution of all official mail.
Ensure the security of the Station Registry/Post Room.
Control of the use of the printer and franking machines.
Obtaining credit for the franking machine ensuring correct accounting procedures are followed.
Preparation and distribution of 3 monthly accounts for Sections who pay for their postage.

Person specification

Excellent communication skills to be able to engage with stakeholders, internal and external effectively and articulately.

Excellent organisation skills in order to be able to manage the multiple different requirements of the post and organisational demands.

Time keeping / Timescales – essential for practice and progression and to be able to work at a fast paced whilst producing quality outcomes.

The Ideal Candidate

IT literate: MS (including Word, Excel and Outlook)

Communication (verbal and written) skills

Desirable

Level 3 Customer Services

Behaviours

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

Managing a Quality Service
Working Together
Delivering at Pace
Seeing the Big Picture

Benefits

Alongside your salary of £26,235, Ministry of Defence contributes £7,600 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

We truly believe that the MOD is a great place to work, and we offer a unique employee experience. We want to ensure that every single employee feels appreciated & fairly rewarded and offer the following additional benefits:

Learning and development tailored to your role and broader skill development, enabling you to build a long-term career in your chosen area. Where appropriate there will be offers of training under our apprenticeship schemes.
Learning and development tailored to your role
A culture encouraging inclusion and diversity
A Civil Service Pension with an employer contribution of 28.97%
25 days annual leave rising to 30 days upon completion of 5 years’ service
On-site Gym
Cycle Loan (Advance on Salary)
Thank You Scheme
London Weighting Allowance

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 (opens in a new window), and will assess your Behaviours, Strengths and Experience.

At sift, you will be assessed against the following Success Profiles Behaviours:

Managing a Quality Service
Working Together
Delivering at Pace
Seeing the Big Picture

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.

At interview, you will be assessed against the following Success Profiles Behaviours/strengths:

Managing a Quality Service
Working Together
Strengths

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 (opens in a new window).

See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) 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 :

Mickaella Wrigglesworth

Email :

mickaella.wrigglesworth100@mod.gov.uk

Telephone :

03001698170

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.

Ministry of Defence

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