DIO – Business Support Officer Huntingdon, England
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Location
About the job
Job summary
Do you want to work for the Defence Infrastructure Organisation (DIO) and play a key role in keeping our country safe through caring for the Defence estate and those that depend on it? DIO manages the Defence estate, one of the UK’s largest and most diverse property portfolios, enabling the armed forces and Defence civilians to live, work, train and deploy. From net carbon-zero accommodation 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
The Role
As an Estates Business Support Officer, you will be providing efficient and effective administrative support to the local team and wider Estates team covering a wide variety of business support.
You will be an experienced, competent, and accurate administrator who is motivated to provide a quality service.
You will have excellent communication skills and be comfortable communicating face to face, across Teams channels and in written communication.
Each day is different and varied - you could be booking and coordinating digital or face to face meetings, supporting estate surveyors in their daily tasks, or updating IT data systems.
DIO Business Area – Estates
The Defence estate is one of the largest landholdings in the UK and covers an estimated 1.8% of the UK land mass (200,000+ ha). This is complemented by a significant UK Defence presence overseas.
If you are suitably experienced in Business Support and are looking for a new challenge in working within a motivated and professional team, then DIO Estates is for you! Through collaboration with Military colleagues on one of the largest estates in the country, with an extensive overseas portfolio, you will have the opportunity of working on a diverse range of exciting, interesting, and often-challenging projects of National Interest in support of the UK Defence Mission.
Estates are the in-house real estate team within the DIO (part of the UK Ministry of Defence) supporting infrastructure needs across a high-profile Public Estate. We acquire, manage, safeguard, and dispose of Defence real estate. Our unique customer knowledge and insight of the Defence Estate enables our in-house team of property professionals to provide in-depth advice to our Military customers.
The Team
The DIO Estates Programme Management Office (PMO) is a pan-Estates team, which supports the Estates delivery programme and its delivery teams via centralised Data, Programme and Business Management.
The Business Management Team (BMT) sits within the Estates Programme Management Office and is accountable for the business and admin support to all Delivery Teams in Estates. The BMT has Subject Matter Expertise (SME) in: Business Support, Recruitment, HR, Apprenticeships and Learning & Development.
Person specification
The responsibilities of the role are:
Providing an efficient and high-quality administrative support service including:
- Processing and issuing documents and input and maintenance of data and records onto in-house and Office 365 systems
- Administration of local file management, both electronic and paper.
- Act as the main point of contact for shared email mailbox
- Undertake administrative duties involving photocopying, filing, faxing and post as required
- General office management processes such as ordering stationery, IT, office equipment, furniture, security, health and safety and personal protective equipment (PPE)
- Updating and liaising with other colleagues and teams as required
- Arrange meetings ensuring key people are available, book facilities, confirm arrangements, issue agenda, distribute minutes and action points.
- Co-ordination of papers, team inputs and team data as required.
The role will be based at the RAF Wyton Office, where the successful candidate will be expected to attend 3-4 days a week for office-based work, face-to-face meetings and collaboration.
If travelling outside your base location for duty reasons, you will have access to flights, hire cars, rail tickets and overnight accommodation. You can also claim 45 pence per mile should you choose to use your own vehicle for business travel.
All employees work in accordance with the established DIO approach to hybrid working (an informal, non-contractual arrangement, blending attendance in the office or on-site and working remotely) and will be provided with IT equipment, desk, and chair to facilitate remote working and any other equipment needed for you to undertake your role.
Desirable Skills and Experience:
- Previous Administrative experience.
- Excellent IT skills and a good working knowledge of Microsoft Office
- Strong communication skills both verbally and written
- Good organisational skills
Environmental Hazards/Factors Associated with this Post
Travel may be required to other sites occasionally. The successful Candidate will need to comply with DIO H&S Policies and Procedures.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Managing a Quality Service
- Working Together
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 a range of flexibilities to enable a better work-life balance for employees. Flexible working, Part-time working and Job Share working patterns will be considered.
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 Job History and Personal Statement. In this instance the remaining elements will be tested at interview.
At application you will be assessed against the following:
Experience:
- Please complete the CV Section of the Application Form to include Job History, Full Qualification details and Previous Skills & Experience. Please ensure that you explain all skills and experience that are relevant to the advertised role.
-
Personal Statement: In no more than 500 words, provide a personal statement of suitability to demonstrate how you meet the essential requirements listed:-
Please use examples to demonstrate relevant, suitable experience and knowledge at an appropriate level in:
Capturing of minutes and record of decisions during meetings
Experience of communicating with a wide range of internal and external customers
and presenting information verbally and using IT tools.
Excellent IT skills and ability to use a range of Office 365 tools to manage work and
present data professionally.
At interview you will be assessed against the above PLUS the following:
Behaviours:
- Leadership
- Managing a Quality Service
- Working Together
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.
Interviews are currently taking place via Face to Face or remotely through a digital platform, this will be confirmed with the successful candidates who are invited to an interview and will be conducted week commencing: 24th April 2023.
A minimum of 2 full working days’ notice will be provided for interviews. We endeavor 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).
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.
