Evidence / Office Manager

Job summary

The DAIB provides Defence with a professional accident investigation capability, maintaining two teams of trained accident investigators at Very High Readiness 24/7/365 to deploy anywhere in the world in response to a safety incident.

The Office/Evidence manager sits within the DAIB support team. The team assists DAIB investigators with the conduct of safety investigations through enabling services including supplying evidence management and administrative support as detailed within the JS.

Working to the DAIB’s Deputy Head, the Office/Evidence Manager oversees administrative and evidence management support to the DAIB. Additional responsibilities include engagement with the Defence Safety Authority Headquarters (DSA HQ), Service Inquiry (SI) Panels and MOD Boscombe Down on administrative issues including visits, travel and accommodation.

This position is advertised at 37 hours per week.

Job description

This is an excellent opportunity for the successful candidate to gain evidence management and administrative experience and exposure to safety investigations.

Key responsibilities:

• Lead evidence management tasks including tracking, storage, assurance and overseeing disposal.
• Evidence management includes the uploading of Witness Audio Statements for Transcription, ensuring the Witness Statements are returned to the SI Panel within 5 working days. Monitor Transcription Feedback Forms returned from SI panels regarding the quality of transcription. Raise any unsatisfactory transcriptions with DAIB Business Manager to review.
• Provide administrative support to the Head, and the DAIB Executive to include travel and accommodation bookings. Also, contribute to the daily organisation and efficient running of the DAIB Admin function.
• Be on call one week in every three weeks to book travel and accommodation for the DAIB’s globally deployable investigation teams. This attracts an on-call allowance and qualifies for overtime should support be provided outside of normal working hours.
• Manage visitors to DAIB HQ, arrange meeting facilities as required by the Executive, coordinate site access for visitors with QinetiQ staff.
• Plan and book T & S requests via HRG and Clarity (for hire cars) and forward booking confirmations onto Investigator's/SI Panels ensuring that the most cost effective routes/accommodation is chosen, but also ensuring that in doing so it does not hinder the effectiveness of the investigation. Adjust T & S requirements at very short notice to meet the changing requirements of deployed Investigators & SI Panels.
• Produce and submit additional documentation associated with both civilians and military personnel deploying overseas, i.e. visa applications and NATO travel orders.
• Support to Service Inquiry (SI) Panels: Issue SI Packs to Panels which includes; Hire Car Packs and Fuel Cards, laptop, Mobile Phones, Dictaphones, Stationery, and Publications within 7 days of Convening. Procure business cards for SI panels within 14 days of the panel Convening.(once the Panel are settled into a permanent office). Ensure HRG accounts are active. Planning and booking of T & S requests via HRG and forwarding confirmations onto Investigator's/SI Panels.
• On conclusion of the SI, retrieve all items of equipment (SI Pack, Fuel Cards, Sy Passes etc), close down of all MODNet accounts.
• Additional ePC card holder with authority to purchase Specialist Personal Protective Equipment (PPE), Items related to the maintenance and running of the DAIB UAV holdings, Conference fees for all DAIB investigators approved to attend such events.
• Support the DAIB with recruitment activities.
• Support management the new starters and leavers process.
• Maintain the relevant evidence, travel and accommodation standard operating procedures.
• Seek ways to improve the efficiency of the evidence management process and administrative support provided to service inquiry panels and branch investigators.
• Carrying out other supplementary tasks as required by Line Management or the Head DAIB on a case-by-case basis.

Person specification

We are looking for an individual with a can-do attitude able to work independently, as well as part of a team, and strong organisational and IT skills.

Essential skills required:

• Highly motivated and the temperament and confidence to work successfully within a challenging environment.
• A high degree of emotional intelligence and the ability to work independently.
• Excellent verbal and written communication skills to engage with the DAIB investigators and SI panels and communicate effectively with key stakeholders and colleagues.
• You will work closely with the Chain of Command and other agencies, requiring a high level of confidentiality to ensure compliance with all relevant legislation and policy.

Behaviours

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

• Communicating and Influencing
• Delivering at Pace
• Making Effective Decisions
• Working Together

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

• Communicating and Influencing

Benefits

Alongside your salary of £30,740, Ministry of Defence contributes £8,905 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Please Note:

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements 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.
• 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.

Candidates will be required to provide CV details to include job history and previous skills and experience.

Candidates will be required to provide a statement of suitability. 250 words demonstrating your skills and experience in line with the essential criteria

At sift, you will be assessed against your CV, Statement of suitability the following Behaviour:

• Communicating & Influencing

Where a large number of applications are received, an initial sift will be conducted based on the evidence you provide in support of Communicating & Influencing.

Your Personal Statement and CV evidence will only be reviewed if you are successful at this initial sift.

At interview, you will be assessed against the following Behaviours:

• Delivering at pace
• Making effective decisions
• Working together

Further Information:

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.

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

Security

Successful candidates must undergo a 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 : Robyn Brookes, Deputy Head, DAIB
• Email : Robyn.Brookes111@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 Opens in new window (docx, 32kB)Defence Civil Service Offer Opens in new window (pdf, 1562kB)