Office Coordinator

Defence Relationship Management

Job Description

Office Coordinator

Background

1. Defence Relationship Management (DRM) was formed in 2014 to deliver professional Employer Engagement and Employer Support on behalf of Defence, including relationship (account) management of the Armed Forces Covenant signatories and Employer Recognition Scheme award holders.

    

2. DRM partners with organisations throughout the UK to support civilian employment for the Armed Forces community incorporating Reservists, Veterans & Service Leavers, Cadet Force Adult Volunteers (CFAVs) & the Cadet Movement, and military partners & spouses. It advises organisations on how to improve fairness for the Armed Forces community and encourages Forces-friendly HR policies. DRM supports employers to recruit and retain members of the Armed Forces Community so that businesses can access the transferable skills that serving Reservists, CFAVs, ex-forces personnel and their partners & spouses bring to the civilian workplace.

    

   Job Description

    

3. Appointment details.

1. Job title:Office Coordinator, (DRM OffCoord)
2. Job grade:Executive Officer (EO) / D – Crown Servant
3. Reports to:Chief of Staff (DRM COS)
4. Location:Holderness House, 51-61 Clifton Street, London, EC2A 4EY

    

1. General Description of the Role

    

   To be responsible for a variety of administrative tasks within the Business Hub team in support of the wider organisation, covering: HR employee lifecycle, support to IT and Financial procedures and processing Armed Forces Covenant applications. The successful applicant will also provide direct support to the Director DRM (Dir) and to the COS.

    

2. Principal Areas of Accountability, Tasks and Duties

    

1. Maintain delivery of Business Hub’s key outputs:

    

   1. Managing DRM HR systems and keeping them updated.
   2. Becoming a subject matter expert in and implementing DRM/Council of Reserve Forces’ and Cadets’ Associations (CRFCA) Policies and practices, including Health and Safety.
   3. Support the Chief of Staff and the Finance Officer in completing administrative tasks.
   4. As a Regional Systems Administrator (RSA), assist in the provision and support of IT equipment, coordinating with CRFCA for the installation of user licences and products.
           5. Processing Armed Forces Covenant applications.

    

       2.Providing direct support to the Director and to the Chief of Staff, including:

1. Diary management and travel bookings.
2. Meeting preparation support including actions and agendas.
3. Ensuring all work is carried out in accordance with MOD accounting regulations, Managing Public Money and to high standards of financial management and propriety.

    

4. Any other duties as directed by DRM COS, Director DRM, and, as reasonably instructed. All duties are subject to review.

    

1. Staff Management Responsibilities.

    

   None.

    

2. Budgetary Responsibilities.

    

   As above at 5. a. iii.

    

   Success Profile

    

3. Skills and Qualifications.

    

1. Be computer literate on appointment and within three months have an understanding of DRM systems (training will be provided):

    

   1. HR system (Cascade).

       

   2. CRM tool (Salesforce).

       

   3. Business system (SYMPHONY).

       

2. Be highly competent, on appointment, in the use of Microsoft applications including Excel, Word, Outlook and PowerPoint.

    

1. Experience.

    

2. Behaviours (Success Profiles - Civil Service Behaviours).

    

   1. Have the necessary communication and interpersonal skills required to interact with DRM, CRFCA & RFCA staff, customers (primarily the Ministry of Defence - MoD) and suppliers
   2. Have excellent time management skills and attention to detail.
   3. Be able to deliver at pace and act promptly to reassess workloads and priorities when there are conflicting demands to maintain performance.
   4. Should be experienced, honest, reliable and committed, with considerable initiative and the ability to learn quickly.
   5. Be able to contribute to the big picture by remaining alert to emerging issues and trends which might impact your work area.

       

3. Additional Requirements

1. Essential.

    

   1. Have a strong background of HR procedures and systems as a prerequisite.
   2. A good knowledge of office management.
   3. Problem solving IT issues.
   4. Have a good understanding of the finance function including invoices, budgets and payroll.

       

2. Desirable.

    

   1. Knowledge of and Reserves and Cadets.
   2. An understanding of Employer Engagement.

       

1. This role may require occasional travel within the UK, including attending evening or weekend events to assist in the delivery of DRM outputs.

    

2. The job holder is required to participate in all aspects of training and development, as identified in discussions with DRM COS, to make use of all relevant opportunities for training that may improve the effectiveness and efficiency of their appointment.

    

3. The job holder is to be aware that Health and Safety is the responsibility of all employees and that should ensure that their designated working area complies with statutory requirements in accordance with current H&S legislation.

    

4. The job holder is required to comply with the RFCAs’ Code of Conduct and to avoid any conduct which discriminates against colleagues, potential employees or contractors on the grounds of any protected characteristics, as identified by the Equality Act 2010.

    

5. Ensure compliance with data protection/freedom of information requirements.

    

6. Security clearance checks, appropriate to grade and job role will be undertaken.

    

7. The job holder may be requested to undertake additional or other activities of a similar nature to those within this job description, which fall within the capabilities and which are commensurate with the grade.

The salary for the appointment is £31,550 per annum (including London Weighting) with the option to join the CRFCAs pension scheme; this is a Career Average Revalued Earnings scheme (CARE). The successful candidate will be entitled to 25 days’ annual leave plus bank holidays. Annual leave entitlement increases by one day per year up to 30 days; those with five years’ prior service with HM Forces/OGD will start with 30 days’ entitlement. This is an EO (D) post.

Applications should be received no later than 23:59 on Friday 27th September 2024, and sent by email to co-drmjobs@rfca.mod.uk marked Office Coordinator.

The shortlist of applicants called for interview will be notified as soon as possible after that date.   

Interviews will be held in September, with dates to be confirmed.

Applications should comprise:

• A current CV.

• A short covering letter of no more than two sides demonstrating how they meet the essential requirements of this job and why they consider themselves suitable for the position, indicating their interest and motivation to assume this role.

Applications without a cover letter will not be considered.