MOD Sealand, Garden City, Wales, CH5 2LS
Job Summary
The Defence Infrastructure Organisation (DIO) supports Defence operations by enabling training, working and living on the Defence Estates, all while promoting sustainability. From net carbon zero accommodations to runways for the F35 fighter jets; our outputs are unique in the UK and across the globe! To find out more about our work view our Candidate Information Guide attached or visit the following YouTube video - How the Defence Infrastructure Organisation support Defence
The Security Services Group is a specialist business unit within DIO providing security solutions across the MOD and wider Government Estate. With over 230 staff in the UK, Germany, Cyprus and Gibraltar, SSG designs, installs, and maintains critical security systems, ensuring the safety of Defence Operations. To find out more about SSG please visit - Security Services Group - GOV.UK
This position is advertised at 37 hours per week.
Job Description
Are you an organised and detail-oriented professional looking for a dynamic role in a fast-paced environment? SSG is seeking a dedicated Administrator to support our Central Operations Team in the installation and maintenance of security systems. This role ensures the smooth running of operations by providing professional, efficient, and cost-effective administrative support.
Key Responsibilities
- Serve as the first point of contact for customer call-outs, logging calls on the SSG maintenance system (CASH) and allocating jobs to field technicians.
- Raise invoices in accordance with service agreements and desk notes.
- Process requisitions for parts, access hire, clothing, PPE, and calibration of test equipment.
- Record goods and services received on the SSG Cash system.
- Input approved timesheets into the SSG finance system (SAGE) for operational staff.
- Provide updates to customers on outstanding/completed jobs and follow up on overdue reports.
- Maintain accurate project records, filing, and archiving documentation.
Location
This role is based at MOD Sealand, with occasional travel to other SSG office locations.
Are you an organised and detail-oriented professional looking for a dynamic role in a fast-paced environment? SSG is seeking a dedicated Administrator to support our Central Operations Team in the installation and maintenance of security systems. This role ensures the smooth running of operations by providing professional, efficient, and cost-effective administrative support.
Key Responsibilities
- Serve as the first point of contact for customer call-outs, logging calls on the SSG maintenance system (CASH) and allocating jobs to field technicians.
- Raise invoices in accordance with service agreements and desk notes.
- Process requisitions for parts, access hire, clothing, PPE, and calibration of test equipment.
- Record goods and services received on the SSG Cash system.
- Input approved timesheets into the SSG finance system (SAGE) for operational staff.
- Provide updates to customers on outstanding/completed jobs and follow up on overdue reports.
- Maintain accurate project records, filing, and archiving documentation.
Location
This role is based at MOD Sealand, with occasional travel to other SSG office locations.
Person specification
Essential Criteria
- Strong administrative and organisational skills with keen attention to detail.
- Ability to multitask and prioritise workload efficiently.
- Excellent communication skills to liaise with customers and field technicians.
- A proactive and problem-solving mindset.
Desirable Criteria
- Experience using CASH, SAGE, or similar systems (preferred but not essential).
- Previous experience of working in an office-based team with good organisational skills.
- Prospective applicants ideally should have good IT skills and working knowledge of Office 365.
- They shall have a good telephone manner and be able to converse with staff and clients at all levels in a polite and understanding manner.
Behaviours
We'll assess you against these behaviours during the selection process:
- Working Together
- Making Effective Decisions
- Communicating and Influencing
- Seeing the Big Picture
We only ask for evidence of these behaviours on your application form:
Alongside your salary of £26,235, Ministry of Defence contributes £7,600 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
Generous Annual Leave: 25 days annual leave increasing by one day per year to a maximum of 30 days after five years of service.
Career Development: benefit from continuous professional development opportunities within the security field, helping you grow and advance your career.
Family Support: Access enhanced parental leave policies to support work-life balance during important life events.
Exclusive Discounts: Enjoy savings through the Defence Discount Service (fees apply), offerings deals on a range of products and services.
Health and Wellbeing: Receive Specsavers eye test vouchers and access on-site gym facilities (where available).
Community and Social Perks: Join the Civil Service Sports Club (CSSC) or the Civil Service Club in London, providing access to a variety of social, cultural, and recreational activities (membership fees apply).
On-Site Amenities: Many of our locations offer free parking, subsidised canteens, sports and social clubs, and on-site shops for your convenience.
Inclusive Workplace: Join one of our Diversity and Inclusion Networks. We value diversity and are committed to creating an equal and supportive environment for all.
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this 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.
An opportunity to be considered for Reward and Recognition - £250-£5000 per year.
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.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
We use the Civil Service Success Profiles framework to ensure a fair and comprehensive assessment of candidates. Your suitability for the role will be evaluated based on your experience, skills and demonstration of core behaviours throughout the process.
At Application Stage:
You will be assessed on:
- CV Submission: Include your employment history, relevant skills and experience.
- Behaviour: Working Together
At Interview Stage:
You will be assessed on:
- Experience: Discuss your background and its relevance to the role.
- Behaviours: Making Effective Decisions, Communicating & Influencing and Seeing the Big Picture
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.
What to Expect
- 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 interview will explore both your professional experience and how your behaviours align with the role's requirements, we recommend using the STAR format when answering behaviour questions.
- Interviews are planned to take place either via Microsoft Teams, week commencing 31st March 2025, however this may be subject to change.
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.
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
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.
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.
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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
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 : David Craig
- Email : David.Craig887@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.
