Army - White Fleet Transport Clerk

Job summary

Headquarters South-West (HQSW) is a Joint Military Command (JMC) comprising a fully integrated staff including regular army, civil service, Full Time Reservists and part time Reservists. Together we look after the Army’s interests in the seven counties of the south-west including the Isles of Scilly and Channel Islands. centred around the Four Pillars of United Kingdom Operations. 'The Firm Base’ ‘Engagement’ and ‘Cadets,’ the breadth of our responsibilities is wide and varied, from assurance of the Land Forces Command to response and command of UK Resilience Operations, all tasks that underpin the success of our Army on operations. Finally, our largest annual output is the delivery of the largest outdoor youth activity in the UK, Ten Tors.

This position is advertised at 37 hours per week.

Job description

As an Administrative Officer, you will provide essential administrative support to the Transport Cell, managing transport requests, maintaining accurate records and ensuring compliance with policies and procedures. This is an excellent opportunity for a motivated individual who enjoys working independently and as part of a team in a fast-paced environment.

Main Role Responsibilities:

• Operate Clarity Console to include Traveller, Tracker and Manager.
• Scrutinize requests for transport which have been uploaded onto Clarity and processing of all Transport Requests, for both continuous use and Hired Road Transport vehicles, ensuring best value for money in terms of utilising White Fleet and Hire assets.
• Support the investigation of missing vehicles reported by the service provider and follow through to completion, ensuring the minimum cost or disturbance to units.
• Assist in maintaining and monitoring Vehicle Rental System and pass through charges control database, incorporating both Road Traffic Accident (RTA), Non RTA and ordering consumables.
• Review all recharge costs, authorising or querying and contacting the unit if necessary.
• Assist with the process of actioning speeding, parking &Toll Fines & Charges by liaising with civilian authorities, ensuring records are maintained.
• Assist with assurance checks on vehicle usage utilising Clarity system.

Person specification

Essential Skills Required:

• Proactive individual capable of working independently without guidance from their Line Manager
• Adaptable to shifting priorities and demands.
• Collaborate effectively across the branch and the wider HQ as required.
• Stay informed about relevant policies and publications, making sure that both branch and customer processes remain current.
• Organised and practical approach to daily tasks
• Methodically manage the Group Mailbox, responding appropriately to each new email while consistently being aware of GDPR regulations.

Behaviours

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

• Managing a Quality Service
• Delivering at Pace
• Communicating and Influencing
• Seeing the Big Picture

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

• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

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
• Access to Gym on Site for a nominal fee
• Diner on site
• On site car parking

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.

Please note:

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.

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

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) app