About the job

Job summary

The Relationship Manager, under the direction of the Operations Support Manager (OSM), is responsible for managing the Naval Regional Commanders (NRCs) Outer Office and providing administrative, budgetary, travel and IT support to the RNHQ NE&IOM Team. The role requires the incumbent to travel at times around the North of England and Isle of Man, attending official events, receptions and visits.

This post is advertised at 37 hours per week.

Job description

• Maintain and operate the Naval Regional Commanders (NRCs) diary and over all HQ commitments.
• Book, arrange and coordinate all meetings attended by the NRC, to include internal and external activities and virtual meetings held via video conferencing platforms (Skype, Teams or Zoom).
• Produce info packs for each activity, including travel arrangements, key personality biographies, background notes, hotel & parking details.  Produced as a hard copy pack and e-copy electronically embedded within outlook.
• Arrange weekly NRC F2F catch up and diary meetings and update RNHQ NE&IOM activity spreadsheet with key NRC activities.
• Liaise with internal and external organisations to set-up and provide administrative support to all RNHQ NE&IOM programmed or sponsored conferences, receptions and meetings.
• Research and compile relevant information on the varied topics, as directed.
• Daily check of the NRC's email account (when not in office) directing matters of an urgent nature to the COS or relevant desk officer.
• Daily check of the HQ Outer Office email account, answering and replying when able and directing to the relevant desk officer when required.
• Deputy Information Technology Security Officer and Asset Manager for all RNHQ NE&IOM IT equipment, under the direction of the ITSO (OSM).
• Assistant Information Manager and carry out duties as directed by the Information Manager (OSM).
• Deputy Data Protection Officer and carry out duties as directed by the Data Protection Officer (OSM).
• Act as the focal point for hospitality logs and ceremonial gift control and management.
• Update and maintain a centrally located HQ contact database, ensuring all contact details are kept up to date and GDP complaint   Including details of Lord Mayors, Council Officials, AFC's, LL's and key regional contacts and influencers.
• Maintain the HQ Budget Control Form (BCF) Register.
• Act as RNHQ NE&IOM travel cell coordinator, booking all travel as directed (Hotel, Air, Sea and Road) and ensuring Budget Control Numbers are issued to authorise each trip and or engagement activity.
• Assist the budget manager (OSM) with auditing T&S expenditure, received through monthly audit reports.
• Coordinate RNHQ NE&IOM citations and applications for Honour and Awards/ Honorary Officer nominations.
• Coordinate the dispatch, control, and management of official invitations to HQ sponsored events.
• Attend and assist with the planning, set-up and delivery of RNHQ NE&IOM hosted receptions and regular engagement events across the region, utilising the opportunity to network with fellow outer office administrators and supporting fellow team members.

Person specification

Essential experience: 

• Teamwork, networking and collaboration 
• Excellent oral and written communication skills 
• Event planning and administration Database input and upkeep 
• Skills level with Defence ICT (MoDNet, MS Office): Intermediate 
• MS SharePoint / Teams administration 

 Highly desirable experience:

• Scheduling, calendar management and conference setup 
• Previous PA experience 
• UK/EU Driving Licence 
• Video conferencing and virtual meeting setup and delivery 

Benefits

Alongside your salary of £24,040, Ministry of Defence contributes £6,490 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

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; qualification details and previous skills and experience.

Candidates will be required to provide a 250 word statement of suitability.

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

• CV
• Statement of suitability
• Communicating and influencing
• Managing a quality service
• Delivering at pace

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

• Communicating and influencing
• Managing a quality service
• Delivering at pace

In the event of a large number of applicants, the applications will be sifted based on the lead behaviour: Managing a quality service.

Applications will be sifted and those successful at that stage will be invited to interview.  Sifting will be completed on 11-12 January 2024, with interviews provisionally scheduled for 29-30 January 2024.

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.
The role currently being advertised has not been assessed as business critical and 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 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 

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.