UK Hydrographic Office

Apply before 11:55 pm on Tuesday 7th December 2021


Reference number





Administrative Officer

Contract type


Business area

UKHO - Customer

Type of role

Administration / Corporate Support

Working pattern

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

Number of posts




About the job


Are you looking for an opportunity to work in a world leading organisation? Do you enjoy conversing with customers and meeting people from many different organisations? If so, this could be the job for you.

We are looking for a Receptionist to welcome visitors to the UKHO and support the business with new opportunities.

The post-holder will be working in an open office environment, meeting and greeting a wide range of both internal and external stakeholders and will have colleagues across all divisions within the business.

This role will be working alongside three Business Development Managers and play an integral role in supporting the Business Development Team and the Visits Manager.

The successful candidate will have the opportunity to further develop their skills by completing a Business Administration Level 3 apprenticeship with one of our local college suppliers.

About UKHO:

The UK Hydrographic Office is a leading centre for hydrography, providing marine geospatial data to inform maritime decisions. We work with a wide range of data suppliers and partners to support maritime navigation, safety, security and marine development around the UK and worldwide.

UKHO is a great place to explore your career potential. While our projects are career-defining, the work/life balance that we can offer you is equally exceptional. From a flexitime, flexible working (including home working), a comfortable office environment and a generous annual leave allowance of 34.5 days including public holidays, the opportunities open to you here are hard to beat.

Job description

You will be responsible for:

• Meeting and greeting visitors on arrival to UKHO
• Booking Catering (while keeping in mind culture/dietary requirements)
• Booking restaurants
• Booking in (VIP) visitors
• Hosting Visitors (during the VVM leave etc)
• Preparing visit programmes for ad hoc ‘routine’ visits on behalf of Visit Sponsor
• Regular and ad hoc reporting to senior managers
• Managing the switchboard
• Supporting the Sales and Business Development Teams
• Supporting the Opportunities Pipeline process using D365
• Collecting Partner and Customer feedback

Cover will be required between 08:00 and 18:00, however the total hours per week will be a maximum of 37 hours.
You will need to be flexible in your start and finish time, as this will vary depending on the diary and visitors.


Person Specification

A self-starter who is able to work with limited direction and support with a flexible and agile approach.

Essential Criteria:

• High level of attention to detail and an ability to work under pressure.
• Excellent communication skills, both written and oral.
• Able to work autonomously with strong time management.
• Exceptionally confident in face-to-face meetings.
• Experience of working collaboratively across an organisation to achieve results.
• Confident and effective communicator at all levels and in different cultural environments.
• Good IT skills and excellent telephone manner
• Experience of working in a customer facing role and dealing with members of the public
• 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

Desirable Criteria:

• Foreign language skills.
• Experience of working with Government partners.

Full brief of the Behaviours required

• Communicating and Influencing
• Working Together
• Delivering at Pace
• Seeing the bigger picture

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.

SC – non reserved

This is a Ministry of Defence non-reserved post and although open to UK, British Commonwealth and European Economic Area nationals, 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.


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

  • Communicating and Influencing
  • Working Together
  • Delivering at Pace

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

  • Communicating and Influencing

Technical skills

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

  • Your experience of working in a customer facing role and dealing with members of the public.
  • The ability to converse at ease with members of the public and provide advice in accurate spoken English.
  • Good working knowledge/experience using a computer, including Microsoft 365 (Outlook, Teams, Excel etc)

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

  • Your experience of working in a customer facing role and dealing with members of the public.
  • Good working knowledge/experience using a computer, including Microsoft 365 (Outlook, Teams, Excel etc)


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

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


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, Experience and Technical skills.
The sift is due to take place week commencing 6th December 2021
Interviews are likely to be held 13th and 14th December 2021, please ensure you are available should you be shortlisted.

Selection Process details

This vacancy is using success profiles, and will assess your Behaviours, Experience. 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 interview will consist of an in-tray exercise, testing your prioritisation skills.

Short-list Criteria

When you click “apply now” you will be asked to upload a CV including your job history, qualifications and previous skills and experience.

This will be used, along with the answers on your application, to mark you against the following criteria:

Lead Criteria: Please note, if we receive a high volume of applications we will conduct a pre-sift on the lead criteria:

- Your experience of working in a customer facing role and dealing with members of the public.

Short List Criteria:

- Communicating and Influencing (Civil Service Behaviours)
- Good working knowledge/experience using a computer, including Microsoft 365 (Outlook, Teams, Excel etc)

Interview Criteria

You will be interviewed against the following criteria:

Civil Service Behaviors:
- Delivering at pace – the in-tray exercise will support this.
- Working together
- Communicating and influencing

- Experience of working in a customer facing role and dealing with members of the public.
- 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.’

Further Information
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.

We may hold a merit (reserve) list for up to 6 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/DV 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:

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, 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.

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:

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

Nationality requirements

This job is broadly open to the following groups:

  • UK nationals
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the Republic of Ireland
  • nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
  • relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
  • relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
  • certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Further information on nationality requirements

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

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