DIO - Admin Hub Manager Rosyth, Scotland
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About the job
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Things you need to know
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Location
About the job
Job summary
Do you want to work for the Defence Infrastructure Organisation (DIO) and care for the Defence Estate? DIO enables Defence to live, work, train and deploy, all with sustainability in mind. From net carbon zero accommodations to runways for the F35 fighter jets; our outputs are unique in the UK and across the globe!
Learn much more about DIO in our Candidate Information Guide attached.
Job description
DIO SNI Regional Management manages the delivery of the Delivery Infrasturcture Organisation (DIO) contracted services across establishments and where appropriate in-house, facilities management and associated services. This includes contract management and key relationship management with senior users, key suppliers and other elements of DIO Operations to deliver the DIO Outputs to support Military Capability.
The Admin Hub Manager is a key role within the Regional Support Team, Scotland and Northern Ireland Delivery Region. The Admin Hub Manager will manage a team of 4 who support all aspects Regional Delivery and customers to provide a centre of excellence across DIO. The role will support the Strategic Manager and the operation of the admin hub.
Working as part of the S&NI Regional Support Team, this is a varied and challenging role, providing support services to approximately 250 personnel based at Forthview House, Rosyth. The Admin Hub also provides administrative support to outlying satellite sites where required. The Admin Hub Manager will be motivated with good people skills, must be able to work on their own initiative with minimal supervision as they lead the support team, and have the flexibility to turn their hand to different tasks as the situation demands.
About DIO
View our YouTube video to see more about our work
Person specification
- Manage the Forth View House Admin Hub team in order to deliver DIO Admin Hub outputs. This will include promoting strong working relationships both within the team and other teams/customers across DIO and MoD, ensuring the officers are efficiently supported to carry out their duties. Line management responsibilities for 3 x Admin officers and 1 x Admin Assistant.
- Act as Building Manager/Local Security Officer/ Fire Officer in accordance with DIO policy and as agreed with Head of Establishment. Attend monthly Site Infrastructure Management Meetings and Defence Digital Meetings in the role of Building Manager
- Assist with 1 star 2nd line audits requirements, liaising with the DIO audit team as appropriate.
- Act as point of contact for team communications. Prioritise and distribute communications to the appropriate person or relevant section within the organisation and ensuring secretarial roles are managed effectively.
- Act as lead for Records Management in accordance with MOD policy and ensures What-to-Keep activities are adopted and maintained.
- Direct and manage O365 activities, including building O365 collaborative workspaces and updating/applying permission groups.
- Management FVH Assets, including use of laptops, phones, USBs and iPads, office equipment and supplies and personal protective equipment. Act as the authorised Telecommunication Officer
- Act as Authorised Demanding Officer (ADO), overseeing the use of MoD vehicles (White Fleet, Hire and Private Use Vehicles) in accordance with MOD policy. Access the Car Hire Booking System to ensure that all requests, invoices, charges and notices are checked and acted upon in a timely manner. Undertake ADO training (currently online).
- Assist with Forthview House Business Impact Analyse and Business Continuity Plan
Desirable Skills & Experience
1. Computer literate with good management, communication and organisation skills.
2. Ability to adapt and willing to provide ready solutions in a customer facing environment.
3. Full drivers licence is desirable due to the need to oversee the use of MoD vehicles.
Licences
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
- Leadership
- Changing and Improving
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
- Communicating and Influencing
Benefits
- Highly competitive Pension Scheme with an average employer contribution of 27%.
- Alternative working practices such as working from home.
- Opportunity to join one of our several D&I Networks. We value diversity and are committed to being an equal opportunities employer.
- 25 days annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.
- Enhanced Parental Leave.
- Most sites have free car parking, Sports & Social Clubs, Gym, on site shops and subsidised canteens.
Employment Hours
The post advertised is for 37 hours net, however the Ministry of Defence offers flexible working to enable a better work-life balance for employees.
Allowances
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.
To learn more about our full range of benefits, view our Candidate Information Guide attached.
Things you need to know
Selection process details
Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.
Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.
Applications will be sifted on all Success Profile elements, but in the event of a high number of applications, an initial sift will be conducted on the lead behaviour; Managing a Quality Service. In this instance the remaining elements will be tested at interview.
At application you will be assessed against the following:
Behaviours:
- Managing a Quality Service
- Communicating and Influencing
Experience:
- Please complete the CV Section of the Application Form to include Job History.
At interview you will be assessed against the above PLUS the following:
Behaviours:
- Leadership
- Changing & Improving
We want to offer opportunities to all who are successful at interview for our roles, but this isn't always possible, so we do hold candidates on an active reserve list for 12 months. It is also possible that we may offer similar lower graded role/s to reserve candidates or, if no reserves are appointed, candidates that meet the lower grade criteria in merit order.
Application sifting is scheduled to take place on week commencing: 17/4/2023
Interviews are currently taking place either in-person or via MS Teams and will be conducted week commencing: 24/4/2023
A minimum of 2 full working days’ notice will be provided for interviews. We endeavour to stick to these dates, but these are subject to change around business needs.
To assist with your application please find attached below:
DIO Candidate Information Guide
For help and support with your application check out our Civil Service Careers Homepage and the How to apply section
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
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) (opens in a new window)
- 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 (opens in a new window).
Northern Ireland
Apply and further information
Contact point for applicants
Job contact :
Recruitment team :
Further information
Applicants should monitor their Civil Service Jobs application centre regularly for updates.
Some of MoD’s Terms and Conditions of Service (TACOS) changed from 3 February 2014. Those TACOS changes applied to Broader Banded and Skill Zone staff who were new recruits to MoD or who were appointed to a post on substantive promotion, progression or advancement. On the same basis, the TACOS for Departmental Retained Grades changed with effect from 01 September 2014. The document attached to this advertisement provides more information.
All employees joining MOD who are new to the Civil Service will be subject to a 6-month probation period (unless otherwise advised) effective from the employment start date.
Any move to Ministry of Defence 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 www.childcarechoices.gov.uk
If you need to contact Defence Business Services (DBS) regarding this vacancy, please contact the DIO Enhanced Recruitment Team on [email protected]
Complaints
Please be aware that the selection and interviewing of applicants is the responsibility of the Recruiting Line Manager (RLM) and not the Defence Business Services (DBS) Resourcing team. DBS do not play any part in the selection and interview process.
Therefore, if you wish to discuss your feedback, or you are dissatisfied with your markings, you should in the first instance raise this with the Recruiting Line Manager of the vacancy.
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, PO Box 38, Cheadle Hulme, SK8 7NU
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: [email protected]
Cabinet Office Fraud Checks
Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant whose details are found to be held on the IFD will be refused employment
Civil Service Recruitment Principles
Please see the link below for the civil service recruitment principles.
https://civilservicecommission.independent.gov.uk/recruitment/recruitment-principles/
To find out a bit more about what it’s like working for MOD, visit the Civil Service Careers Website
https://www.civil-service-careers.gov.uk/departments/working-for-the-ministry-of-defence/
Please see the MOD Privacy Notice link below which describes how we will use your personal data, explains your rights and gives you information you are entitled to under Data Protection legislation.
https://www.gov.uk/government/publications/ministry-of-defence-privacy-notice/mod-privacy-notice
Travel Costs
There will be no reimbursement for any travel expenses for the interview.
Nationality Statement
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.
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.
Smoke-Free Working Environment Policy
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.
