Project Administrator

UK Hydrographic Office

Apply before 11:55 pm on Wednesday 26th January 2022

 

Reference number

177767

Salary

£20,421

Grade

Administrative Officer

Contract type

Fixed Term

Length of employment

4 Years

Business area

UKHO - Technology

Type of role

Administration / Corporate Support
Project Delivery

Working pattern

Flexible working, Full-time, Job share, Part-time

Number of posts

1

Location

Taunton

About the job

Summary

This is a fast paced, exciting Project that requires an individual to work proactively to support the successful delivery of an infrastructure Project for a new working environment.

The purpose of the role is to provide a wide range of administrative support to the Project. The role is predominantly general administration and examples of the work required are given below.

Job description

The UK Hydrographic Office (UKHO) is a world leading centre for hydrography, specialising in marine geospatial data to support safe, secure and thriving oceans.

As a trading fund of the Ministry of Defence, we support defence, safe maritime navigation, and marine development around the UK and worldwide. Working with a wide range of partners, we source, process, and provide access to data ranging from seabed to surface. We make this data available through our ADMIRALTY Maritime Data Solutions – a portfolio of world leading charts, publications, and data sets, found on over 90% of ships trading internationally.

Everything we do is underpinned by our core values: Together, Responsibility, Excellence and Discovery. These are the guiding principles that help us work together to achieve our goals.

You will provide high quality, efficient, and effective administrative support and will be well organised.
You will manage a complex and demanding workload within a fast paced environment and will need to adapt to changing priorities.

You will work well both on your own and as part of a team.

You will communicate regularly with a wide range of internal and external stakeholders via email, phone and MS Teams.

You will build and maintain strong, effective relationships with colleagues both in and outside UKHO.
You will manage the process of ensuring all external suppliers/contractors/visitors have the correct clearances before attending site. This will include obtaining all relevant ID documentation, liaison with our Security Teams to arrange verification of security clearances, updating the UKHO booking system.

Responsibilities

The selected candidate will provide professional, efficient and comprehensive administrative support, carrying out general office duties.

Key tasks

• Security pass management. You will manage the process of ensuring all external suppliers/contractors/visitors have the correct clearances before attending site. This will include obtaining all relevant ID documentation, liaison with our Security Teams to arrange verification of security clearances, updating the UKHO booking system.
• Organise meetings and workshops (book venue, invite attendees, prepare agenda, circulate documentation, arrange refreshments, etc).
• Manage availability calendars of all subject matter experts (SME’s) and the Project Team.
• Performing general office management tasks (service requests, logistics, printing, stationery).
• Manage travel and accommodation arrangements.

Please note that we will only score against the sift and interview criteria, and not the essential and information below.

The successful candidate will have the following essential skills and experience:

• Experience of providing administrative support
• Experience of working as part of a team and managing relationships
• Have excellent oral and written communication skills with an ability to adapt communication styles to suit different audiences
• Have excellent organisational skills and the ability to prioritise and manage multiple tasks
• The ability to work under pressure and to tight deadlines
• Have the ability to maintain confidentiality
• Have a good working knowledge of Microsoft Office suite (i.e. word, excel and outlook)

Things you need to know

• This role is open to full time, part time, job share. The UKHO will consider flexible working or workplace adjustments, where appropriate.
• Security – successful candidates must pass a disclosure and barring security check and gain a Security Clearance.
• This position is a Fixed Term reserved post which is open to full time, part time and job share candidates. The role will be contractually based at our Head Office in Taunton. We are working remotely at present but envisage a hybrid working model post pandemic whereby you will be able to balance your work location between working remotely and in the office. You must be able to travel to the office as and when required.
Pay

External applicants:
New Entrants to the Civil Service will be expected to join at the salary minimum of the grade for which they applied. If an applicant at the offer stage wishes to negotiate higher starting pay, they will be required to submit a case with supporting evidence; UKHO will consider the case against several factors, including our total reward and benefits offering, the difficulty of recruiting the role and scarcity of skills. Higher starting pay will only be considered if the salary range (i.e. the minimum and maximum) for the role, and/ or specific allowance, has been advertised.

Internal Staff
Those who are successful for a level graded role will retain their current salary.
Those who are successful for a higher graded role will have their promotion salary calculated.
Further information can be found in the attached document “Additional Pay Information”

Existing civil servants from other government departments (OGDs): are subject to UKHO’s internal pay policies. Further information can be found in the attached Document “ Additional Pay Information”.

Reserved – SC

This is a Ministry of Defence Reserved post open to UK nationals only, successful applicants will require a security clearance (SC) and therefore need to have resided in the UK for a minimum of 12 consecutive months within the last 5 years

Nationality Statement
Candidates will be subject to UK immigration requirements as well as Civil Service nationality rules.
If you’re applying for a role requiring security clearance, please be aware that foreign or dual nationality is not an automatic bar. However certain posts may have restrictions which could affect those who do not have sole British nationality or who have personal connections with certain countries outside the UK.

Behaviours

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

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

Benefits

We offer a range of benefits to support your lifestyle, including generous leave allowances, flexible working hours, a lift-share scheme, enrolment in the Civil Service Pension scheme, and regular training and development opportunities.

We operate from a brand new state of the art, award-winning building with an onsite gym, cafeteria, and state of the art meeting rooms; a Chaplaincy service; and an Employee Assistance Programme. We have several internal networks available for you to join, including: Mental Health Group, STEM Ambassadors, Woman’s Network, Pride Network and Disabilities group. Travelling to UKHO onsite parking, electric car charging ports, and cycle-to-work scheme are available.

Full-time employees receive 26.5 days annual leave per year, increasing to 31.5 days annual leave after five years’ service (pro-rata for part-time employees).

We offer many flexible working options. These include: a flexible working hours scheme with up to two days per month Flexi leave, remote working, part-time working, job sharing, paid special leave, career breaks, and unpaid leave. We want you to feel part of something bigger and we encourage team-spirit and a community feel in our workplace.

Parents with children will be supported to enable you to manage work and family responsibilities. We offer an on-site independently run nursery with discounted prices for children of UKHO employees.

Any voluntary move to UKHO, from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. However, you may be eligible for other government schemes including Tax Free Childcare. You can determine your eligibility at https://childcarechoices.gov.uk

With regards to maternity, adoption, and/or shared parental leave the flexibility to have up to 26 weeks full pay, followed by 13 weeks statutory pay and a further 13 weeks unpaid leave. Paternity leave of up to two weeks is available with full pay, subject to certain qualifying criteria.

We offer at least 5 days’ learning and development to each employee per year, with professional membership subscriptions, mentoring, and Civil Service-Learning available to all.

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.

See our vetting charter.
People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours and Experience.
This vacancy is using success profiles, and will assess the following Behaviours. The selection process will be designed specifically for the role. As a result, your assessment could include:

• An interview with one or more exercises

The sift is due to to take place w/c 31/01/22
Interviews are likely to be held w/c 14/02/22

Short-list Criteria

You will be short-listed against the following criteria:

Behaviours – Level 1

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

Interview Criteria

You will be interviewed against the following criteria:

Behaviours – Level 1

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


As an important aspect of this role involves regular spoken interaction with members of the public, the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential to be successful for the post. You will be tested on this at interview.

Further Information

Any voluntary move to UK Hydrographic Office, 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. You can determine your eligibility at https://www.childcarechoices.gov.uk

We have adopted anonymised recruitment. This means that your name, date of birth and other personal details will not be seen by the sift panel.

may hold a merit (reserve) list for up to 12 months. During this time, if a similar role is identified and you have been placed on the merit list you may be considered for the post.

It is likely we will be able to start your employment with BPSS clearance (your clean DBS certificate and satisfactory references that we will obtain) before your SC/DV clearance is successful – this is called a conditional offer.

You will be presented with an unconditional offer only once you have obtained the necessary level of clearance for the role.
If your fail to gain SC clearance, whichever is appropriate for the role you have applied for, your employment with UKHO will be terminated immediately.

Our ability to start employment on a conditional basis is subject to the specific requirements of the role and cannot be guaranteed; please contact our recruitment team if you would like further information: Recruitment.queries@ukho.gov.uk

Please note, if you have not been resident in the UK for the last 5 years (for SC clearance) or for the last 10 years (for DV clearance) then you may be requested to supply the information below:

• Evidence of your actual overseas residence (bills or rental agreements confirming addresses etc)
• Police Certificate providing confirmation that no criminal record is held in the overseas country of residence.
• Reference/Confirmation of employment from an employer in the overseas country of residence.
• Reference/Confirmation of residence or travel from friends, companions or fellow travellers that have knowledge of or have been in the company of you, when resident outside of the UK.
• Reference from a UK based organisation maintaining contract with a sponsorship of you, while residing overseas

Disability Confident – Guaranteed Interview

UKHO embraces diversity and promotes inclusion and equality of opportunity. We are a Disability Confident employer, which includes offering a guaranteed interview to candidates with disabilities, providing they meet the minimum selection criteria.

By ‘minimum selection criteria’ we mean that the evidence you provide in your application must demonstrate that you meet the minimum pass mark, set by the short-list panel, for each criteria listed in the ‘short-list’ section, above. The short-list panel will not be made aware of any disability you may choose to declare; this information will be processed solely by HR, in accordance with Data Protection legislation.
If you are a disabled candidate, please ensure you complete the Equality and Diversity form or inform our HR department, at recruitment.queries@ukho.gov.uk, if you wish to be considered under the Disability Confident guaranteed interview scheme.


Civil Service Recruitment

From 01/10/2020, UKHO’s HR Department is to provide a Fair Processing Notice (FPN) to all new applicants after they have been successful at interview.

These candidates will be informed that, as one aspect of pre-employment screening, their personal details – name, NINO and date of birth - will be checked against the Civil Service Resourcing Extract Internal Fraud Database (IFD) and that anyone included on the IFD will be refused employment unless they can show exceptional circumstances.

UKHO’s HR Department will also include the FPN wording advising of the check against the extract IFD in the advert for employment for the pilot departments.

UKHO’s HR Department will, on behalf of the vacancy holder, inform applicants when they are refused employment because of their inclusion in the IFD.

From 28/06/2021- All new applicants, after they have been successful at interview, will be checked against the HMRC PAYE Employment History Database to verify employment records.
UKHO’s HR Department will, on behalf of the vacancy holder, inform applicants when the employment check will be carried out.

UKHO’s HR Department will inform the candidate if the check verifies the employment history.

UKHO’s HR Department will inform the candidate if the check shows gaps in the employment history and will request references from the applicant to cover the employment gaps.

Civil Service Commission

Recruitment into the Civil Service is governed by the Civil Service Commission which has two key functions.
- To maintain the principle of selection for appointment to the Civil Service on merit on the basis of fair and open competition.
- To promote an understanding of the Civil Service Code which sets out the constitutional framework in which all civil servants work and the values they are expected to uphold, and to hear and determine appeals made under it. More detailed information can be found at on the Civil Service Commission website: http://civilservicecommission.independent.gov.uk

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

Nationality requirements

Open to UK nationals only.

Working for the Civil Service

The Civil Service Code 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.
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.

Apply and further information

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.queries@ukho.gov.uk
Email :  recruitment.queries@ukho.gov.uk
 
Recruitment team :
Email :  recruitment.queries@ukho.gov.uk

Further information

The Department’s recruitment processes are underpinned by the requirement of selection for appointment based on merit, open and fair competition as outlined in the Civil Service Commissioners’ Recruitment Principles, details of which can be found at http://civilservicecommission.independent.gov.uk If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, you should contact the UKHO’s Recruitment Team, Human Resources, Admiralty Way, Taunton, Somerset TA1 2DN or email recruitment.queries@ukho.gov.uk , in the first instance. If you are not satisfied with the response you receive you can further contact the Civil Service Commission at: Email: civilservicecommission.independent.gov.uk or in writing to: Civil Service Commission, Room G/8, 1 Horse Guards Road, London SW1A 2HQ

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