About the job

Job summary

As the holder of the position of Training Secretariat Admin (Trg Sec Admin) 2a you will be responsible to the Training Secretariat Manager (Trg Sec Mgr) for the general administration in support of the Royal Air Force Officer Training Academy (RAFOTA). This includes Deputy Building Custodian duties and health and safety tasks. Acting as deputy in Trg Sec Mgr's absence including in meetings and representing the Secretariat.

This position is advertised at 37 hours per week.

Job description

Your duties/tasks/responsibilities specifically include:

In the absence of Training Secretariat Manager, the Training Sec Admin 2a is to collate Squadron Graduation information to support the production of the Graduation Booklet.

 Acting as Deputy Building Custodian, including: 

• Inspecting building issues and taking remedial action if necessary. 

• Opening, hastening, updating and closing of work service (WS) jobs on the WS spreadsheet. 

• Maintain the Whittle Hall key register. 

• Manage and maintain records in accordance with policy for the RAFOTA clearance forms. 

• Checking of identity and, if required, escorting visitors when they arrive at point of access to Whittle Hall. 

• Legionella assurance - running taps and shower in areas not used in the last 7 days. 

Update and monitor the RAFOTA telephone directory on a 6 weekly basis or when staff move.

Acting as Deputy responsible for unit MT Vehicle and read, understand and sign MT orders.

Maintain gifts and hospitality register and ensure records are current and accurate in line with Govt policy.

Acting as Deputy Inventory holder for RAFOTA FLC inventory, ordering any items in the absence of the Trg Sec Mgr and assist with annual muster.

Assisting the RAFOTA Safety Health and Environmental Protection (SHEP) representative by:

Maintaining the Wet Bulb Globe Temperature (WBGT) 6 monthly checks when directed by Testing Measurement Equipment Control (TMEC). When Directed by TMEC drop off WBGT for calibration and collect when completed.

Maintaining the SHEP notice boards and fire posters situated throughout Whittle Hall, ensuring that up to date information is publicised.

 Assisting the Whittle Hall Fire Officer by: 

• Carrying out weekly fire alarm test and updating the fire folder and Deputy Chief of Staff’s spreadsheet upon completion when necessary. 

• Carrying out monthly checks of all Fire Appliances. 

• Assist with the 6 monthly practice evacuation.

Providing graduation support to Adjt including but not limited to marshalling and gate security in respect of ensuring no unauthorised access.

Deputise for the Trg Sec Mgr in agreement with the Adjt and upon completion of any courses essential to the role.

Perform any other tasks on an ad hoc basis as required commensurate with the grade.

 

Person specification

The successful applicant should be self-motivated, have excellent organisational and time management skills, alongside being a proactive team member with good IT skills, particularly Microsoft Office Suite. They should be able to make, develop and maintain excellent relationships with a wide variety of stakeholders.

Health and Safety qualifications are desirable but not essential . The Successful applicant should be willing to complete any role applicable qualifications once in post.

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £6,745 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.

This vacancy is using success profiles and will assess your behaviours and experience at sift:

Personal Statement:

Candidates will be required to provide a statement of suitability. (500 Word count)

• Seeing the Bigger Picture
• Changing and Improving
• Delivering at Pace
• Making Effective Decisions
• Working Together
• Managing a Quality Service

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

• Changing and Improving
• Delivering at Pace
• Making Effective Decisions
• Managing a Quality Service

When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.

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 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.

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.