Defence Business Services - Portsmouth, United Kingdom - Ministry of Defence

Ministry of Defence

Verified Company

Portsmouth, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Details:

Reference number:

Salary:

- £27,080- per annum (pro rata) with generous employer pension contributions of approx. 27% depending on your salary.

Job grade:

Executive Officer
Contract type:
Permanent
Business area:
MOD
Head Office & Corporate Services
Digital, Information & Technology (DIT
Type of role:
Knowledge and Information Management
Working pattern:
Flexible working, Fulltime, Job share, Parttime
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

Portsmouth
HMNB HMNB Portsmouth Portsmouth HampshireAbout the job

Job summary:

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence?

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry.

DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK's Defence and Security.

Services include Human Resources, Pay, Veterans, Finance and Procurement.

Our Vision
To support UK defence customers with outstanding service every time.

Our Mission

Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society.

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.
Come and join the DBS community today
Job description:

Office Manager

Ensure day to day management of office activities are coordinated. Ensure all office defaults are reported, recorded and dealt with in a timely manner. Manage requirements for IT, furniture and office supplies ensuring they are actioned in accordance with MOD Policy.
Responsibility for financial approvals/payments on the Contract, Purchasing and Finance (CP&F) and Low Value Purchasing (LVP) systems, and provide scrutiny and governance advice for purchases as appropriate. Conduct and assist with scrutiny of Business Cases and other spend proposals. Ensure supply and demand forecasting and budgeting spreadsheets are maintained.
Act as Building custodian focusing on building safety. Manage and maintain Health and Fire Safety policy and procedures. Act as 4C's coordinator maintaining the safety and security of any visitors. Ensure notices and notice boards remain up to date and relevant.
Ensure Business Continuity policies and procedures are reviewed, tested and promulgated.
Act as Branch Security officer ensuring all members adhere to security rules and regulations that apply. Ensure inspection recommendations are followed up and relevant notices are displayed and updated. Escalate any security issues to the appropriate department when necessary and ensure corrective action is taken if required.
Maintain Risk Management and Risk Assessment registers (DSE, Manual Handling, First Aid, Fire, PPE, Legionella) highlighting to management any issues raised.

Records Preparation Administration- To ensure Ministry of Defence compliance with its obligations under the terms of the Public Records Act 1958 and 1967 by transferring records selected for permanent preservation to The National Archives (TNA).

Recording and maintaining TNA records preparation standards and ensuring that all preparation staff are kept up to date with any changes/amendments or training requirements.

Quality Assurance responsibility for conducting checks on the prepared material and coordinating with TNA where necessary to ensure that the specific requirements are met and maintained; collating data on any deviations from the standards to enable further training if required. Produce and review internal administrative work instructions for the Preparation Team.
Ensure that all nonstandard archive materials required for file preparation are sourced in the most costeffective manner and are available when required.
Overseeing the management of the Preparation Team ensuring performance levels specified in the MOD-DBS Service Level Agreement are met.
Act as line manager for 2 Preparation Team AO's.

This post is advertised at 37 hours per week.

**Person specificati