Administration Officer

3 weeks ago


Plymouth, United Kingdom Ministry of Defence Full time

**Details**:
**Reference number**:

- 242553**Salary**:

- £21,169**Grade**:

- Administrative Officer- E1**Contract type**:

- Permanent**Business area**:

- MOD - Navy**Type of role**:

- Operational Delivery**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of posts**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- HMS VIVID, VIVID Approach, Devonport, Plymouth, PL1 4RWAbout the job

**Summary**:
The Royal Naval Reserve is a unique force made up of trained, committed civilians from a hugely diverse range of backgrounds. These highly-valued part-time personnel stand alongside our regulars, protecting our nation’s interests. That might mean anything from getting involved in conflict operations, to counter-terrorism and anti-piracy work. Reservists also provide security at sea and humanitarian assistance across the globe.
The big difference? These courageous, valued members of our force may be sitting next to you at work, on the bus or in the cinema. They’re ordinary people, doing something truly extraordinary. By balancing civilian life with a part-time Royal Navy career, they don’t do the everyday, every day.

As one of three Administration Officers at HMS VIVID, the successful job holder will be pivotal to the smooth running of administration and providing customer support to the Reservists.

We are looking for someone who is customer focused, proactive, can work well in a team, can handle multiple tasks and prioritise where required. They must have an eye for detail as this is very important for administering the pay for the Reservists. Good communication verbally and written is essential to the role.

This is a very varied role and will provide a broadening experience for an Administration Officer (AO).

Please note the this post has recently been post mapped under a Transformation Project and the information listed on this advertisement is based on the new TOR's. Not all of the responsibilities will be in force when the successful post holder starts, there maybe some aspects of the old TOR's that will be required to be performed until the transformation project is complete next year and the My Navy Res App is fully established.

This position is advertised at 37 hours per week

**Job description**:
The Administration Officer will be part of a team of four Civil Servants, 3 x AO's and the Support Manager.

Their role in the team is:

- To support the personnel assigned to unit(s) so that they can operate effectively, economically and in accordance with current regulations and practices.
- To act as the point of contact for basic HR/Pay enquiries escalating matters to the Support Manager (SM) or Regional Support Unit (RSU) as appropriate. Provide administrative support to the Permanent Staff (PS) as required.
- To work as directed by the SM for the administration of Reservist personnel assigned to the unit(s).
- Responsible for key elements of Reservist administration and assists in the maintenance of the training documentation and statutory servicing requirements.
- Requirement to work drill nights and occasional weekends as requested by the Support Manager/Commanding Officer (CO).
- In association with the Unit Operations Officer (UOO) as Data Protection Officer (DPO) the AO is responsible for the registry; SharePoint team site administration, including archiving, files, personal files and correspondence, in and out trays, notice boards and associated responsibilities are maintained in accordance with current directives.

**Responsibilities**:
**1. Unit(s) diary, management, and accommodation administration**
- Maintain the CO's working diary liaising with other agencies including those outside the MOD, book events on electronic diary and on Mid-Cast and making CO’s travel arrangements.
- Supervise unit(s) inbox and dispatch urgent/important documentation to wider unit management. Prepare requisite documentation for CO review/issue.
- Assist the SM and organisation of key unit, capability area & regional events, liaising with external authorities with regards to official functions/events. Liaise with the Training Coordinator, UOO & Capability lead. Maintain the contact list of VIPs, dignitaries, and official friends.
- Responsible for unit accommodation bookings in consultation with the Training Coordinator.
- Assist with training and weekend administrative preparation and to provide on-site customer support as required.
- Engage with the RSU for the ordering of Goods and Services.
- Manage on site MT Pool & hire car booking administration in consultation with the Training Coordinator. Plan daily use; ensure drivers have required licence; maintain user records; organise repair & maintenance schedules. Provide user documents and usage records. Ensure customer driver documentation is uploaded into My Drive.

**2. Pay, Training, Command Tool & My Navy Res App**
- Investigate customer pay queries, resolve and escalate where


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