Army - Administrative Officer

Job summary

Based at the Army Training Centre Pirbright (ATC (P)), our Administrative Officer roles offer a varied and rewarding experience within a busy, high‑energy training environment. You will work closely with staff at all levels across the establishment, providing vital administrative support that underpins the delivery of training and day‑to‑day operations. No two days are the same, and the role offers excellent exposure across the organisation.

ATC (P) is a critical Army training establishment, responsible for delivering Phase 1 training to thousands of recruits each year and setting the foundations for safe, professional and effective military service. The Centre plays a vital role in generating trained soldiers for the Army, making the work carried out by both military and civilian staff central to Defence outputs.

While the permanent duty station is ATC Pirbright, up to September 2026, the postholder may also be required to support activity at Army Training Regiment Winchester on a temporary detached duty basis. This will be in support of critical training outputs and the Winchester drawdown programme. Attendance at Winchester will be driven by business need and confirmed by line management as required. Once drawdown activity is complete, the role will be based at Pirbright full-time.

Travel expenses for journeys to and from Winchester may be claimed in line with the Travel & Subsistence Policy, less the normal home‑to‑duty distance. Pool vehicle use will also be available where appropriate.

This position is advertised at 37 hours per week.

Job description

We are recruiting Administrative Officers to support the delivery of vital services across the Ministry of Defence. These roles are well suited to individuals starting their Civil Service careers or seeking an entry level administrative position within a large, complex public organisation.

Administrative Officers play a key role in the smooth running of operational and training environments, managing information, supporting colleagues, and ensuring administrative processes are completed accurately, efficiently and in line with policy. You will work as part of a supportive team, handling a varied workload and engaging regularly with staff and recruits.

Key responsibilities:

• Managing shared inboxes and responding to routine enquiries in a professional and timely manner
• Maintaining accurate records and updating databases in line with policy and GDPR requirements
• Providing day‑to‑day administrative support, including preparing documentation and handling correspondence
• Carrying out basic casework and quality assurance checks
• Supporting pay‑related activity, including delegated pay duties, petty cash handling, BACS repayments and bank account processes
• Organising files, completing data entry and ensuring information is kept up to date
• Providing clear advice and guidance to recruits and permanent staff on matters relevant to the role
• Working collaboratively with colleagues, communicating effectively face‑to‑face, by phone and via email
• Undertaking general administrative duties and providing support across ATC (P) as required
• Carrying out any other tasks appropriate to the role and grade, as directed by line management or the Chain of Command

Person specification

Essential Skills Required:

We are looking for people who can demonstrate:

• Good organisational skills
• Attention to detail and pride in producing accurate work
• Clear and courteous communication skills, both written and spoken
• A positive approach to working as part of a team
• Good time‑keeping and the ability to adapt when priorities change
• A willingness to use initiative and suggest improvements when appropriate

You do not need to have done a similar role before; we welcome applications from candidates with a wide range of backgrounds and experiences. Training and support will be provided.

Desirable Skills:

• Experience of using MS Office applications including Word, Excel, OneNote, Teams, Outlook and SharePoint.

Behaviours

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

• Communicating and Influencing

Technical skills

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

• Adaptability to Change
• Delivery and Decision Making at Pace

Benefits

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

The Army prides itself on being a supportive employer and where possible encourages 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
• Highly competitive pension scheme
• Personal and professional development of skills
• Alternative working patterns for many roles
• Access to the Employee Assistance Programme (EAP), a free service that assists you with achieving a productive, healthy environment that is conducive to a healthy lifestyle.
• Enhanced parental and adoption leave
• 6 days special leave per year which can be used for volunteering activities
• Learning and Development
• Free on-site parking
• Free use of the gym facilities, including the swimming pool
• On site coffee shop and café

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.

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 https://www.childcarechoices.gov.uk/.

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

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

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

When applying, you will be asked to complete the Civil Service Situational Judgement Test.

We use this to give all candidates a fair and consistent opportunity to demonstrate how they would approach common workplace situations, regardless of background, qualifications or previous experience.

Only candidates who are successful at the test stage will be invited to complete the remainder of the application.

Information, guidance, and a practice test is available here: Preparing for the Civil Service Judgement Test - GOV.UK.

At application stage you will be assessed against the following:

• Your CV - Please provide a CV, no longer than two pages, detailing how your experience aligns to the essential and desirable skills included in the Person Specification section.

At interview stage you will be assessed against the following:

• Technical – In-tray prioritisation exercise testing awareness of Adaptability to Change and Delivery and Decision Making at Pace; two core skills of the Operational Delivery Professional skills framework.
• Behaviours – Communicating and Influencing
• Strengths

The interview format will run as follows:

Before your interview, you will have 15 minutes to review the material for the in tray prioritisation exercise. During the interview, you will be asked to explain the order in which you would prioritise the tasks, what your reasoning is, and to outline some actions you might take for each task. There is no ‘correct’ ranking order, and you are not expected to be familiar with specific tasks or actions. You will not be required to submit written answers.

The interview will continue in a structured manner where you will have the opportunity to discuss your skills, experience, and approach to the behaviours required for the role. The process is designed to be straightforward and supportive, allowing you to demonstrate your strengths in a practical and conversational way.

Application sifting is expected to take place within seven days of the application closing date.

We aim to hold interviews in person at Army Training Centre Pirbright towards the end of May, within three weeks of the campaign closing. This will give shortlisted candidates the opportunity to visit the site and see the working environment first hand. Further details will be shared as candidates progress through the recruitment process.

While we will endeavour to keep to these timeframes, they are subject to change in line with business requirements.

Feedback will only be provided if you attend an interview.

Although five roles are available initially, we are keen to meet and interview as many suitable candidates as possible. Candidates who are above the quality line but not immediately appointed will be held on a reserve list for twelve months and considered for other similar Administrative Officer opportunities that are expected to arise over the coming weeks.

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk .

As a result of the changes to the UK immigration rules which came in to 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.

Candidates will be required to complete an online Civil Service Judgement test.

The Civil Service Judgement Test is not bankable and therefore must be taken on every vacancy where it is applied.

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.

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

Security

Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Recruitment Team
• Email : AITC-CWA-Mailbox@mod.gov.uk

Recruitment team

• Email : DBSCivPers-Resourcingteam3@mod.gov.uk

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

Candidate Information Pack Opens in new window (docx, 32kB)MOD Candidate Pack Opens in new window (pdf, 1562kB)