Group Administration Manager

Job summary

27 Army Education Centre Group (27 AEC), across five sites in Scotland, is responsible for the delivery of soldier and officer mandatory education, functional skills and ICT qualifications, resettlement of service personnel (SP), personal development opportunities, support to operations, and representing the British Army in Scotland to civilian learning organisations.

The Group Administration Manager (GAM) is responsible for the efficient day-to-day running of the Group, working with civil servant and military colleagues across all functions on behalf of the Officer Commanding (OC). The GAM post attracts a broad understanding of all functional areas, reducing stove pipes and promoting consistency across the five AEC sites in Scotland.�

We are supportive of flexible working terms provided the customer is not disadvantaged. This position is advertised at 37 hours per week, with 60% to be conducted in office.

This is a Fixed-term Appointment as a Group Admin Manager in the 27 Army Education Centre Group. Your responsibilities are as described in this job advert. The reason why you are appointed for a fixed period is to allow organisational flexibility during the MoD�s period of change. This post will therefore begin on your appointment and end 24 months after that date. You should be aware that when your Fixed-term Appointment at MOD comes to an end, arrangements will be made in line with the FTA policy.

If you are a permanent MoD civil servant and are found successful for an advertised Fixed-term Appointment (FTA) you should move into the post under a Temporary Transfer (for up to a maximum of 23 months). At the end of the posting you will return to your previous MoD Business area. If this posting is at a higher grade, your promotion will be temporary, and you will return to your substantive grade at the end of the Temporary Transfer. If a Temporary Transfer cannot be agreed between all parties then a transfer on an FTA contract is possible, read the FTA and Change of Work Location in the UK policy for further information.

If you are transferring to MoD from another government department (OGD) you should join the MoD on an inward loan. At the end of the loan you will return to your home (OGD) department. If a loan cannot be agreed between all parties then a transfer on an FTA contract is possible, read the FTA policy for further information.

Job description

As a Group Administrative Manager, you will hold the following responsibilities:��

Management of clerical staff functions, resources and material across 27 AEC Group to ensure effective and efficient administration within all 27 AEC locations.Deliver the functions of Unit Safety Manager for 27 AEC Group in accordance with Army Command Standing Order (ACSO) 1200 and ETS(N) Standing Operating Instructions.Co-ordination of departmental administration through regular liaison with heads of department. Act independently to ensure effective and efficient operation of daily 27 AEC Group business during routine unavailability of departmental heads and military staff.�Co-ordinate induction of new military and civilian staff with particular emphasis on administrative aspects. This will include the compilation of appropriate induction packs and distribution of documentation to relevant authorities.Co-ordinate staffing of administrative department to ensure that visitors and enquiries are dealt with effectively.Effectively line manage administrative staff as appropriate, conduct timely performance reports and reviews and ensure all training needs are identified and addressed.�Develop and monitor 27 AEC Group systems and conduct regular departmental reviews to monitor processes.Fulfil the role of 27 AEC Group Unit Safety Manager.Fulfil the role of Edinburgh AEC Building custodian, overseeing all building maintenance and equipment improvement requests to ensure they are submitted to the appropriate agency for action. Fulfil the role of 27 AEC Group SHEF lead. Conducting daily and weekly Health and Safety checks at Edinburgh AEC and ensure visitors are briefed as required.��Fulfil the role of 27 AEC Group Data Protection Officer, BITSO, ensuring 27 AEC Group conforms with current policy and regulations.�Oversee 27 AEC Group security procedures.Oversee G4 accounts and registers and ensure correct liaison is maintained with QM depts.�Oversee administration of all courses and ensure records are recorded effectively.Oversee all military and civilian MOD mandatory training requirements.Provide advice and guidance to the OC and LMs on civilian policy and directives.�Support 27 AEC Group marketing activities.Undertake any other duties commensurate with the role and grade held, as required by OC 27 AEC and HQ ETS (N).

Person specification

We are looking for someone who:

1. Can take responsibility for a broad remit of administrative tasks.

2. Has strong interpersonal skills and ability to communicate successfully across various communication channels.

3. Has excellent time management and organisational skills with experience of handling contending priorities.

4. Is IT literate with experience of using Microsoft products including SharePoint, Teams, Planner, Forms, Lists, Power BI and Power Automate.

As a member of the Group Command Team you will advise and directly support the OC on all matters relating to CS management, including recruitment. You will be the senior administrator within 27 AEC group. Operating from Redford Barracks but with functional and managerial oversight of five locations, the role will suit someone with strong organisational and interpersonal skills and a desire to make a difference.��

The GAM has line management and report writing responsibilities for 2 Administration Officers based in Redford Barracks AEC. Both posts have become recently vacant and are being recruited by the OC. This provides the successful GAM applicant an opportunity to shape a brand new team. Support will be provided through the well-established admin procedures in place and mentoring from fellow GAMs in our wider team of ETS (North).��

The GAM also holds leadership and management responsibilities for the safe working practices of all AEC staff and infrastructure. Many of these responsibilities can be achieved through electronic working practices, however there is a requirement for occasional travel to our locations to provide direct managerial assurance.�A Driving Licence would be advantageous as not all sites are well served by public transport.

Behaviours

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

Managing a Quality ServiceChanging and ImprovingLeadershipCommunicating and InfluencingDelivering at Pace

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

Managing a Quality Service

Benefits

Alongside your salary of �28,300, Ministry of Defence contributes �7,641 towards you being a member of the Civil Service Defined Benefit Pension scheme.

As a civil servant working alongside the Army, you will be part of a forward-looking organisation with inclusive workplace policies, excellent career prospects and a job that makes a difference.�

The Army prides itself on being a supportive employer and where possible and in alignment with the business need, supports 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.�Access to learning and development tailored to your role.�A working environment that supports a range of flexible working options.�A working culture which encourages inclusion and diversity.�Access to the highly competitive scheme.Personal and professional development of skills.�Gym Access.�Opportunity to take part in representative sports.�Access to a confidential, professional support service.�Enhanced parental and adoption leave.
�

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 home-based working.� This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this 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.

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 .

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 Notice sets out how we will use your personal data and your rights.

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