Army - Military Personnel Administration & Information Support

Our Administrative Office at Headquarters York Garrison (HQ YG) play a vital role in delivering high-quality administrative support to serving military personnel.

An excellent opportunity has arisen for a Military Personnel Administration & Information Support to join the Administration Office at Headquarters York Garrison.

In this role, you will become a valued member of a dedicated, motivated, and professional team, working closely with both civilian and military colleagues. This position offers the chance to contribute to the smooth running of the Garrison by providing essential support to military personnel and civilian staff alike, while developing your skills in a dynamic and collaborative environment.

As part of this role, you will provide guidance and advice on a wide range of human resources and personnel administration matters, while also delivering essential information support to the unit.

This is a people facing role, requiring good communication skills and that requires confidence in using digital platforms and IT systems, ensuring efficient and accurate service delivery. The role has finance administration responsibilities dealing with pay/allowances and HR information for personnel.

This position is advertised at 37 hours per week.

If you enjoy working in a dynamic working environment with a range of tasks which, not only provide a professional service to the organisation, but also focus on your personal development, then this role is for you. HQ York Garrison is in the Fulford area of York and is recruiting an Administrative Officer you will be the initial point of contact, delivering personnel administration and information support services to personnel, signposting accordingly as required.

Main Role Responsibilities within the organisation fall into two primary functions:

Personnel Administration:

• You will deliver routine personal administration and information administration functions to our military personnel.
• Maintain and update defence IT system data for all military personnel according to their personal occurrences.
• Conduct monthly pay assurance checks.
• Undertake the role of Expense Authoriser for expense claims.
• Management of MyAdmin Hub and process all tickets submitted.
• Manage Serving personnel’s Separated Service via Arrivals (move and track).
• Conduct weekly and monthly management checks and process error rectification as directed.
• Process the receipt, control, security, and timely dispatch of personal documents when held.
• Support the Operational readiness and assurance.
• Carry out readiness checks prior to deployment of Serving Personnel including Operational Stress Management.
• The issue and control of service identity cards, discs, railcards.
• Control accountable documents registers.
• Administrate service discharge and termination processes.
• Administrate flexible service applications.
• Administrate all leave applications and provide reports to unit Chain of Command.

Information Support:

• Carry out the duties of the Information Support Assistant, Authorised Requestor and Unit Records Management at unit level.
• Provide support to the unit Information Support Officer by undertaking Information and Knowledge Exploitation (IKX) activities.
• This role involves using digital platforms, technical systems, or IT environments to deliver digital services in support of user account services and technology asset management.
• Submit service catalogue requests.
• Administrate role, email changes for HQYG staff.
• Administrate MODNet laptops (issue, replacement and return).
• Maintain SharePoint area.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

When applying you will first need to complete the Online Civil Service Numerical and Verbal test

At the application stage, you will be assessed against the following criteria, listed in priority order:

• Behaviour - Managing a Quality Service
• Personal Statement - of no more than 500 words detailing how you meet the essential skills criteria
• Behaviour - Delivering at Pace

Where a large number of applications are received, an initial sift may be conducted against the Managing a Quality Service only. The remaining evidence submitted at the application stage will be assessed only if you are successful at this initial sift.

At interview stage, you will be assessed against the following criteria, listed in priority order:

• Behaviour - Working together
• Behaviour - Communicating & influencing

Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed and will be held in person. We endeavour to keep to these time frames, but these are subject to change around business needs.

Candidates will be required to complete an online Numerical and Verbal test

Should you be invited to complete the online tests, please allow sufficient time to complete the tests and the remainder of the full application form; only candidates who are successful at the test stage will be invited to complete the remainder of the application by clicking ‘Submit Application’. Your application must be completed by 23:55 on the closing date of the vacancy. Late submissions cannot be accepted. The tests are not timed, as they work by giving you harder questions if you answer the previous question correctly, and easier if you get it wrong. You should allow up to an hour for each test, and each test must be completed before you will be invited to complete the second part of your application. Internet access will be required for the duration of the test. Please refer to the attached Candidate Guidance for further information.

Candidates that reach the minimum required pass mark will have their results saved as a banked score against the following tests:

• New Civil Service Verbal Test
• New Civil Service Numerical Test

When a candidate has a banked score they’re not asked to re-take the same test providing it is set at the same level. Scores will be banked for a 6 month period from the date of test completion. If a candidate is invited to take the same test against multiple vacancies, the banked score will be recognised against all vacancies and all active applications will progress.

CSJT scores cannot be banked as each test is generated from the behaviours required for a specific role which will vary between recruitment campaigns.

If you require any particular arrangements (for example due to a disability or health problem) to be made in order for you to complete the online test you MUST contact the DBS Enquiry Centre on 0800 345 7772 BEFORE accessing the online test.

Opening times Mon -Friday 0800- 1600 hrs.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

There may be occasions where it is not practicable or appropriate to interview all DCS candidates that meet the minimum criteria for the job. For example, in certain recruitment situations such as a high volume of applications, seasonal demand, or peak periods, the employer may wish to limit the overall number of interviews offered to both DCS and non-DCS applicants.

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. This role does not meet that category, and we will not sponsor a visa. It 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.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

Feedback will only be provided if you attend an interview or assessment.