Army - Administration Officer

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) which 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 managing 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).

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 online 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.

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 a 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).
• 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 to your line manager.
• 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:

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

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

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

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.

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.

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.

Successful candidates must undergo a criminal record check and meet the security requirements before they can be appointed.

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)

The Civil Service embraces diversity and promotes equality of opportunity.