Army - Administration Officer

UK Ministry of Defence; Ashford; Hybrid; GBP 26,000 - 31,000; Full time

Job summary

An established government organization is seeking a dedicated HR Administrator to support the administration of Army Reservists. This role involves managing personnel records, ensuring compliance with data protection regulations, and providing essential administrative support. You will work closely with a close-knit team of military personnel and civil servants, contributing to the operational readiness of the Army. The position offers a dynamic work environment with opportunities for professional development and flexible working arrangements, making it an ideal opportunity for those passionate about supporting our armed forces.

Benefits

25 days paid annual leave

Highly competitive pension scheme

Access to Employee Assistance Programme

Enhanced parental and adoption leave

Learning and Development opportunities

Qualifications

• Strong IT skills with proficiency in Microsoft Office.
• Ability to manage military records and documentation efficiently.

Responsibilities

• Administer personnel documentation for new recruits and current personnel.
• Monitor a group mailbox and arrange travel for military personnel.

Skills

IT Literacy

Communication Skills

Organizational Skills

Time Management

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

SharePoint

Job description

Rowcroft Barracks, Sir Henry Brackenbury Road, TN23 3HX

Job Summary

The Ministry of Defence employs over 50,000 Civil Servants. Within that, the Army Top Level Budget (TLB) employs over 12,000 MOD Civil Servants located at over 300 locations. Ours is a diverse workforce, with roles ranging from trainers, human resources, teachers, and psychologists to storekeepers, financiers, project and programme managers, and policy secretariat staff. There are many different functions and professions delivering key outputs for the Army.

A Company, based in Rowcroft Barracks in Ashford Kent is a sub unit of 3rd Battalion The Princess of Wales’s Regiment (3PWRR) is the local infantry reserve unit that recruits, trains, and prepares Army Reserve Officers and Soldiers to support the British Army at continual operational readiness in the UK.

The Sub-Unit Human Resources (HR) Administrator reports directly to the Personnel Administration Officer (PSAO) and is responsible for the delivery of the first line admin support to reserve personnel, including the managing of their military records on the Joint Personnel Administration (JPA) IT system. The incumbent will be responsible for updating and maintaining accurate records on personal information including Next of Kin, Emergency Contacts, Employment History along with being responsible for the accurate recording of Attendance Based Pay in accordance with Data Protection (GDPR) guidelines.

We are passionate about Smarter Working and believe that a combination of flexible working practices, digital technology and modern workspaces 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, there is an expectation that you would be in the office at least 60% of the time (3 days a week).

*This post is mainly local office based but there is a requirement that you undergo occasional central unit training in our other locations. You will also be given time one evening per week to complete F2F administration for reservists as part of your normal (37 hours).*

Job Description

The HR Administrator will play a crucial part in the administration of new recruits to the company and for those personnel currently serving. Preparing personnel documentation in readiness for deployment on a variety of mobilisations, exercises, and tasks across the world. Training is provided both with on-line courses and direct support from the seniors within the team.

You will become part of our strong regimental family, ethos and brand. We are a close-knit team of military personnel and civil servants during the week with the Army Reservists training on one evening per week and some weekends, you will be responsible for pay, documentation and updating individual records, both manually and by computer for all recruits and soldiers within the Company. Additionally monitoring and checking for accuracy of the mileage and attendance information given by soldiers on paperwork, preparing administration for training courses, annual deployment exercises and operational deployments.

Key Responsibilities:

• Monitoring of a group mailbox.
• Arranging travel for military personnel via approved channels.
• Assist in the administration of documents and record management in accordance with policy.
• The maintenance of unit SharePoint site.
• Electronic and manual filing systems in accordance with policy and legislation.
• General office duties including, but not limited to, note taking, drafting letters, scanning.
• Undertake regular compliance and assurance checks on military specific systems – full training will be given.
• Undergoing training courses on Defence Learning programmes.
• Administration of HR function for the full cycle of employment of the Army Reservist.
• Ability to work in a small close-knit administrator and training team of Civil servants and military personnel.
• Amend manual and regulatory documents as released.
• Maintain IT, Sharepoint, post and stationery.
• Responsible for some aspects of security.
  
  

The HR Administrator will play a crucial part in the administration of new recruits to the company and for those personnel currently serving. Preparing personnel documentation in readiness for deployment on a variety of mobilisations, exercises, and tasks across the world. Training is provided both with on-line courses and direct support from the seniors within the team.

You will become part of our strong regimental family, ethos and brand. We are a close-knit team of military personnel and civil servants during the week with the Army Reservists training on one evening per week and some weekends, you will be responsible for pay, documentation and updating individual records, both manually and by computer for all recruits and soldiers within the Company. Additionally monitoring and checking for accuracy of the mileage and attendance information given by soldiers on paperwork, preparing administration for training courses, annual deployment exercises and operational deployments.

Key Responsibilities:

• Monitoring of a group mailbox.
• Arranging travel for military personnel via approved channels.
• Assist in the administration of documents and record management in accordance with policy.
• The maintenance of unit SharePoint site.
• Electronic and manual filing systems in accordance with policy and legislation.
• General office duties including, but not limited to, note taking, drafting letters, scanning.
• Undertake regular compliance and assurance checks on military specific systems – full training will be given.
• Undergoing training courses on Defence Learning programmes.
• Administration of HR function for the full cycle of employment of the Army Reservist.
• Ability to work in a small close-knit administrator and training team of Civil servants and military personnel.
• Amend manual and regulatory documents as released.
• Maintain IT, Sharepoint, post and stationery.
• Responsible for some aspects of security.
  
  

Person specification

We are looking for an enthusiastic, flexible and highly motivated individual with strong IT skills. The ability to plan, prioritise and meet deadlines is key along with strong interpersonal skills. The position available will require you to carry out a multitude of administrative tasks with the overall aim of supporting the day-to-day functioning of busy and vibrant Army Reserve Company. We want people that can make a difference and are trusted to provide the best service for our soldiers.

Essential Skills Required:

• Good written and oral communication skills.
• IT Literate and sound understanding with Microsoft packages (i.e. Outlook, Word, Excel, PowerPoint, OneNote).
• Undergo bespoke Career Management training course that may require travel (courses and substance will be paid in advance).
• Willing to learn new skills and follow regulations and policy.
• Able to complete the task at hand in a time sensitive manner or escalate issues speedily your line manager.
• Undergo occasional central unit training in our other locations.
• Ability to work one evening per week to complete F2F administration for Reservists as part of normal working hours. (37 hours net).
• HR management checks are part of the role under the direction of the Regimental Administration Officer.
  
  

Behaviours

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

• Communicating and Influencing
• Delivering at Pace
• Working Together
• Managing a Quality Service
  
  

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

• Managing a Quality Service
  
  

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.

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.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

At application stage you will be assessed against the following:

• Personal Statement - 250 words detailing your relevant experience and suitability to the role and person specification on the job advert.
• Behaviour 1 - Managing a Quality Service
  
  

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.

At interview stage you will be assessed against the following:

• Behaviour 1 - Communicating & influencing
• Behaviour 2 - Delivering at Pace
• Behaviour 3 - Managing a Quality Service
• Behaviour 4 - Working Together
  
  

Applications will be sifted using the Behaviour and Personal statement that have been chosen for this campaign, but in the event of 10 or more applications, an initial sift will be conducted on the lead behaviour 'Managing a Quality Service'

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: [e-mail] .

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.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

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.

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.

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).

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 : Clive Phillimore
• Email : [e-mail]
  
  

Recruitment team

• Email : [e-mail]
  
  

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: [e-mail].