Job Title : Business Support Team Roles – Business Support Officer, Personal Assistant and Receptionist
Company Name: UK Ministry of Defence
Job Details: Business Support Team Roles – Business Support Officer, Personal Assistant and Receptionist | UK Ministry of Defence
20-26 minutes
About the job
Forthview House, 30 Hilton Road, Rosyth, KY11 2BL
Job Summary
About the Defence Infrastructure Organisation (DIO)
DIO cares about the Defence estate. We are a dynamic organisation that responds to the evolving needs of our military personnel in the way they live and work. We are proud to be the expert partner Defence needs for all their infrastructure requirements. From large scale infrastructure to everyday facilities management, our activities focus relentlessly on our customers. We deliver value for money, and consistently innovate to find proactive solutions to meet their needs. We meet our objectives as one team; capable, curious, collaborative and committed.
About Regional Delivery Scotland And Northern Ireland (RD S&NI)
Responsible for the delivery of facilities management, contract assurance, construction projects and infrastructure advice to meet the operational and support requirements of DIO’s customers on military sites across the region. This includes those within the Command Infrastructure Delivery Plan (CIDP) which is the agreed works programme for each year. In addition, Regional Delivery delivers Hard and Soft Facilities Management (including planned and reactive maintenance) to the DIO Managed Estate, including the provision of site-based advice and delivery support.
Summary Of Roles
We are delighted to announce the re-launch of our Business Support Team and this is an exciting opportunity to be part of the dynamic and flexible new Team. We are looking to recruit 3 critical support roles – Business Support Officer, Personal Assistant and Receptionist. Reporting to Business Support Team Manager, the successful candidates will provide a range of key services to building residents, RD S&NI colleagues, DIO business units and the wider Ministry of Defence.
These are all varied and interesting roles, providing support services to approximately 250 personnel based at Forthview House and to over 130 RD S&NI colleagues located at sites across the region.
All positions are advertised at 37 hours per week and are full time office based.
Job Description
Overview of key services for each role – View individual job descriptions for more details:
Business Support Officer
Monitor and respond to general queries and business support requests by email, phone or in person
Manage facility related contracts and bill payments including invoices, purchases, accounts maintenance as designated holder of payment and credit cards
Manage fleet of pool cars including all servicing, maintenance and reporting
Oversee pool car and hire vehicle bookings, conduct driver checks and updating driver packs with any policy changes
Issue, order and support IT hardware and office equipment
Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
Procure stationery and building consumables and maintain stock levels accordingly
Personal Assistant
Provide PA duties for the Head of Regional Delivery S&NI (1*)
Attend senior management meetings and take away actionable items
Manage 1* emails, flagging urgent issues, highlighting deadlines and reminders and filing as appropriate
Manage 1* diary to optimise availability, arrange, cancel and rearrange meetings
Use OneNote to share agendas and meeting papers prior to meetings
Organise travel arrangements for 1*/senior leaders according to policy and budgets
Any other ad-hoc duties with regards to the PA role, as requested by the 1*
Support Business Support Team colleagues and cover Reception
Receptionist
Provide a professional, friendly and efficient front of house Reception service whilst ensuring compliance with building security
Answer and respond to general queries and support requests received by email, telephone or in person
Maintain building, room and email contact lists
Issuing security fobs and providing access to key safe areas
Issue printing fobs and office equipment
Process incoming and outgoing post, parcels and arranging confidential waste collections
Support Business Support Team colleagues and services
All Roles Will Required To:
Monitor and action emails received in Business Support group mailbox
Provide a range of business and building support services including reporting of building faults, liaising with building contractors and assist building residents and visitors.
Arrange and confirm pool and hire car bookings, issue / return of keys and fuel cards
Issue building security fobs and update the Access Control Database
Process incoming and outgoing post, parcels and arranging confidential waste collections
Administer and update web pages and SharePoint sites ensuring accurate filing and changes to documents
Fire warden for designated building zone and assist with weekly alarm testing
Cover Reception Desk and Business Support duties as and when required
Overview of key services for each role – View individual job descriptions for more details:
Business Support Officer
Monitor and respond to general queries and business support requests by email, phone or in person
Manage facility related contracts and bill payments including invoices, purchases, accounts maintenance as designated holder of payment and credit cards
Manage fleet of pool cars including all servicing, maintenance and reporting
Oversee pool car and hire vehicle bookings, conduct driver checks and updating driver packs with any policy changes
Issue, order and support IT hardware and office equipment
Procure Personal Safety equipment for staff based in Scotland offices and maintain records of issue
Procure stationery and building consumables and maintain stock levels accordingly
Personal Assistant
Provide PA duties for the Head of Regional Delivery S&NI (1*)
Attend senior management meetings and take away actionable items
Manage 1* emails, flagging urgent issues, highlighting deadlines and reminders and filing as appropriate
Manage 1* diary to optimise availability, arrange, cancel and rearrange meetings
Use OneNote to share agendas and meeting papers prior to meetings
Organise travel arrangements for 1*/senior leaders according to policy and budgets
Any other ad-hoc duties with regards to the PA role, as requested by the 1*
Support Business Support Team colleagues and cover Reception
Receptionist
Provide a professional, friendly and efficient front of house Reception service whilst ensuring compliance with building security
Answer and respond to general queries and support requests received by email, telephone or in person
Maintain building, room and email contact lists
Issuing security fobs and providing access to key safe areas
Issue printing fobs and office equipment
Process incoming and outgoing post, parcels and arranging confidential waste collections
Support Business Support Team colleagues and services
All Roles Will Required To:
Monitor and action emails received in Business Support group mailbox
Provide a range of business and building support services including reporting of building faults, liaising with building contractors and assist building residents and visitors.
Arrange and confirm pool and hire car bookings, issue / return of keys and fuel cards
Issue building security fobs and update the Access Control Database
Process incoming and outgoing post, parcels and arranging confidential waste collections
Administer and update web pages and SharePoint sites ensuring accurate filing and changes to documents
Fire warden for designated building zone and assist with weekly alarm testing
Cover Reception Desk and Business Support duties as and when required
Person specification
We Are Looking To Create a Professional, Dynamic And Flexible New Team So Ideal Candidates For All Roles Must Be Able To Demonstrate The Following Essential Criteria:
excellent communication skills and the ability to build strong relationships with colleagues, customers and stakeholders
skilled in managing and prioritising multiple tasks
ability to use initiative and problem-solve as required
high level of attention to detail
a proactive approach to setting up new systems and processes and willingness to learn new technologies
skilled user of Microsoft Office suite in particular Teams, Outlook, Word and Excel
professional with a flexible and collaborative approach to working in a team
If you meet this criteria and thrive in a dynamic setting then we look forward to your application.
Please state in your Personal Statement which of the Business Support Team role(s) you wish your application to be considered for.
Behaviours
We’ll assess you against these behaviours during the selection process:
Managing a Quality Service
Delivering at Pace
Communicating and Influencing
Working Together
We only ask for evidence of these behaviours on your application form:
Managing a Quality Service
Communicating and Influencing
Alongside your salary of £26,235, Ministry of Defence contributes £7,600 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
Learning and development tailored to your role
An environment with flexible working options
A culture encouraging inclusion and diversity
A Civil Service pension with an employer contribution of 28.97%
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.
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 www.childcarechoices.gov.uk/.
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