Army - Unit Administrator

Job summary

The Ministry of Defence, Civil Service workforce is diverse, with many different functions and professions ranging from cyber and digital transformation, police officers, security guards, trainers, human resources, teachers, psychologists, storekeepers, and policy secretariat staff to support the British Army.

Headquarters 2nd Medical Group, which falls under Headquarters Allied Rapid Reaction Corps (ARRC), is to force generate, prepare and command deployed hospital care and specialist clinical capability on worldwide commitments with Allies and partners. There are 9 Multi-Role Medical Regiments under its Command who provide and deliver Primary and Secondary Healthcare and recruit, retain, train, and generate specialist medical capability to support Operations overseas and in the UK, whilst maintaining inter-operability and innovations in War Development.

The Administrator role is based within 215 (Scottish) Multi-Role Medical Regiment. The Regimental Headquarters is located in Graham House, Ibrox, Glasgow, with Squadrons situated across Scotland. Working within the Regimental Headquarters, the Administrator plays a vital role in supporting the unit's military personnel.

This position is advertised at 37 hours per week.

Job description

Key Responsibilities

• Support military personnel through the administration of pay, personnel records and documentation, ensuring records are accurate and up to date.
• Maintain digital and paper-based personnel records, including personal data, medical documents and emergency contact information.
• Use military IT systems, electronic databases and paper-based filing systems to manage and maintain information.
• Provide advice and assistance to military personnel on HR and pay-related matters.
• Ensure attendance records are accurate and that personnel are paid correctly.
• Manage the onboarding and departure process for military personnel, ensuring all required documentation is completed and records updated.
• Support the management of electronic and paper documentation, including maintaining the unit intranet and electronic filing systems.
• Assist with the management of unit IT assets.
• Manage diaries and coordinate meetings, conferences and outward visits.
• Arrange access for, and welcome, visitors and contractors to the unit.
• Organise unit functions within allocated budgets, including acting as an electronic Purchasing Card (ePC) holder.
• Produce documents, briefing materials and presentations using Microsoft Office 365 applications, including Word, Excel and PowerPoint.
• Manage, action and file electronic correspondence, including shared mailbox accounts.
• Manage incoming and outgoing post.
• Arrange training and travel for unit personnel in line with policy and budget requirements.
• Act as an electronic Purchasing Card (ePC) holder for authorised low-value purchases.
• Support wider business requirements by undertaking additional duties as required to meet changing priorities.

Person specification

This exciting opportunity is perfect for a motivated individual who is passionate about Information management and in improving smarter ways of working.

Essential skills required:

• Well organised and adaptable, with a strong work ethic.
• Enthusiastic, flexible and highly motivated.
• Proficient in Microsoft Office applications, including Outlook, Word and Excel.
• Able to plan, prioritise workloads and meet deadlines effectively.
• Strong interpersonal and relationship-building skills.
• Excellent written and verbal communication skills.
• Able to work collaboratively as part of a team.

Behaviours

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

• Managing a Quality Service
• Seeing the Big Picture
• Delivering at Pace
• Making Effective Decisions

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

• Managing a Quality Service
• Seeing the Big Picture

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

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.

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

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 Wh