Army - Military Personnel Administration & Information Support

Job summary

Our Administrative Office at Headquarters York Garrison (HQ YG) play a vital role in delivering high-quality administrative support to serving military personnel.

An excellent opportunity has arisen for a Military Personnel Administration & Information Support to join the Administration Office at Headquarters York Garrison.

In this role, you will become a valued member of a dedicated, motivated, and professional team, working closely with both civilian and military colleagues. This position offers the chance to contribute to the smooth running of the Garrison by providing essential support to military personnel and civilian staff alike, while developing your skills in a dynamic and collaborative environment.

As part of this role, you will provide guidance and advice on a wide range of human resources and personnel administration matters, while also delivering essential information support to the unit.

This is a people facing role, requiring good communication skills and that requires confidence in using digital platforms and IT systems, ensuring efficient and accurate service delivery. The role has finance administration responsibilities dealing with pay/allowances and HR information for personnel.

This position is advertised at 37 hours per week.

Job description

If you enjoy working in a dynamic working environment with a range of tasks which, not only provide a professional service to the organisation, but also focus on your personal development, then this role is for you. HQ York Garrison is in the Fulford area of York and is recruiting an Administrative Officer you will be the initial point of contact, delivering personnel administration and information support services to personnel, signposting accordingly as required.

Main Role Responsibilities within the organisation fall into two primary functions:

Personnel Administration:

• You will deliver routine personal administration and information administration functions to our military personnel.
• Maintain and update defence IT system data for all military personnel according to their personal occurrences.
• Conduct monthly pay assurance checks.
• Undertake the role of Expense Authoriser for expense claims.
• Management of MyAdmin Hub and process all tickets submitted.
• Manage Serving personnel’s Separated Service via Arrivals (move and track).
• Conduct weekly and monthly management checks and process error rectification as directed.
• Process the receipt, control, security, and timely dispatch of personal documents when held.
• Support the Operational readiness and assurance.
• Carry out readiness checks prior to deployment of Serving Personnel including Operational Stress Management.
• The issue and control of service identity cards, discs, railcards.
• Control accountable documents registers.
• Administrate service discharge and termination processes.
• Administrate flexible service applications.
• Administrate all leave applications and provide reports to unit Chain of Command.

Information Support:

• Carry out the duties of the Information Support Assistant, Authorised Requestor and Unit Records Management at unit level.
• Provide support to the unit Information Support Officer by undertaking Information and Knowledge Exploitation (IKX) activities.
• This role involves using digital platforms, technical systems, or IT environments to deliver digital services in support of user account services and technology asset management.
• Submit service catalogue requests.
• Administrate role, email changes for HQYG staff.
• Administrate MODNet laptops (issue, replacement and return).
• Maintain SharePoint area.

Person specification

Essential Skills Required:

• Self-motivated individual, with analytical and strong interpersonal skills.
• Excellent organisational skills and to be confident in their problem solving ability.
• Connect with confidence and communicate to a varied customer base.
• Good administrative skills

Desirable Skills

• Financial knowledge,
• Financial Skills Certificate will be gained on starting post by the successful candidate.

Full training will be given on all relevant MOD/Defence IT systems.

Behaviours

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

• Managing a Quality Service
• Delivering at Pace
• Working Together
• Communicating and Influencing

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

• Managing a Quality Service
• Delivering 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 (opens in a new window).

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 Parking
• Use of on-site gym (with own insurance)
• Free VDU eyecare provision

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 and Experience.

When applying you will first need to complete the Online Civil Service Numerical and Verbal test

At the application stage, you will be assessed against the following criteria, listed in priority order:

• Behaviour - Managing a Quality Service
• Personal Statement - of no more than 500 words detailing how you meet the essential skills criteria
• Behaviour - Delivering at Pace

Where a large number of applications are received, an initial sift may be conducted against the Managing a Quality Service only. The remaining evidence submitted at the application stage will be assessed only if you are successful at this initial sift.

At interview stage, you will be assessed against the following criteria, listed in priority order:

• Behaviour - Working together
• Behaviour - Communicating & influencing

Application sifting will be scheduled to take place within 7 days of the application closing date. Interview dates are to be confirmed and will be held in person. We endeavour to keep to these time frames, but these are subject to change around business needs.

Candidates will be required to complete an online Numerical and Verbal test

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.

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.

There may be occasions where it is not practicable or appropriate to interview all DCS candidates that meet the minimum criteria for the job. For example, in certain recruitment situations such as a high volume of applications, seasonal demand, or peak periods, the employer may wish to limit the overall number of interviews offered to both DCS and non-DCS applicants.

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

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

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).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 : Yorkgar-GAO-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

Army Camapign Pack Opens in new window (pdf, 273kB)MOD Candidate Pack Opens in new window (pdf, 1562kB)Candidate Information 2025 Opens in new window (docx, 31kB)Defence Internal Brief Notice Opens in new window (docx, 39kB)