Brook Street are working in partnership with The Ministry of Defence (MOD) in their search for Administrative Support to join their administrative support team.
Administrative Support:
Assignment Length: 6 months initially, this role is highly likely to be extended to 12 months and will potentially go permanent.
Pay rate: £12.99 at an hourly rate, paid weekly
Working arrangements: Office-Based, full time Mon-Fri role (37 hours per week)
Parking: On-Site Parking and on main bus route
Start Date: ASAP
Location: Forthview House, 30 Hilton Road, Rosyth, Fife KY112BL
Summary of the Role:
To provide Administrative Hub assistance within Forthview House, as part of Regional Delivery for Scotland and Northern Ireland, within the Defence Infrastructure Organisation.
The Administrative Hub assistant will support the overall management across RD SNI. Key responsibilities for the role include, but are not limited to:
- Procurement and Bill Payments Clerk
- External Training and Professional Fees Clerk
- Car Hire Booking Clerk
- Any other ad-hoc duties requested by the Line Manager
- Monitor DIO-AminHubForthviewHouse group mailbox and action requests for support
- Report building faults to the Mitie Helpdesk and log all calls onto the Helpdesk Register
- Process incoming/outgoing mail, using the Royal Mail Online Business Account
- Manage Office Stationery Store, ensuring adequate stocks are available for all departments
- Maintain Office Printer and Photocopiers. Support roll out of new Print Management system
- Issue and maintain Security Fobs for entry, using the Access Control Database
- Administer/assist with the maintenance of the Forthview House and Admin Hub SharePoint site, to allow for collaborative working, ensuring accurate filing of documents
- Maintain contracts for Forthview House, Lossiemouth, Faslane and Leuchars, collate and pay quarterly charges on CP&F.
- Manage Royal Mail and Parcelforce invoices and accounts maintenance
- Printing Services (via CP&F)
- PPE procurement for all Scotland offices, via Bicester, Leidos system and external suppliers using EPC
- Maintain PPE logs of items issued and retaining stock of basic items
- Delegated holder of EPC cards for payment under 1* and central budgets
- Ad Hoc items such as Flavia machine supplies, water cooler sanitisation etc, ensuring all purchases are logged. Ensure correct Business Case or policy has been correctly followed. Update central EPC register and retain all documents for audit purposes. Check DBS charges monthly and advise if there are any anomalies.
- Create and maintain Organisation Charts, which include monthly meeting to take note of any staff/role changes, prior to carrying out any amendments as instructed. Issue documents to B2s for verification, prior to publication
- Issue Delegation Letters on behalf of the Regional Delivery Senior Team & draft letters from templates. Send to Line Manager for issue & record all letters issued and file signed copies
- Maintain both Local and Central registers to show accurate records of all staff with current Delegations
- Responsible for maintaining accurate records of all SEFM's/EFM's for Scotland and Northern Ireland, both on Central and Local spreadsheets
- Maintain Security List of staff in DIO RD S&NI
- Order security passes for staff, including contractor staff when required
- Attend Security Training and keep up to date with requirements
- Ensure building fobs match the dates of the pass/or clearance, whichever is first.
- Assist in arranging Annual Security Threat Brief each year (issue invites to all staff), whilst maintaining accurate records
- Book hire vehicles through online booking system
- Carry out checks on Driver Licences and Drivers Standing Orders
- Update drivers' packs, with regards to policy changes etc
- Maintain accurate records of all routine checks on Fire Point and Fire Fighting equipment within Forthview House
- Carry out weekly testing of the Fire Alarm System, with assistance from other colleagues
- Conduct monthly visual checks on Fire Fighting equipment and defibrillators
- Check all Fire Routes and Exits remain unobstructed and Fire Doors function correctly. Report any faults as they occur and track until successfully completed.
- Maintain list of fire wardens and first aiders
- Cover Reception Desk when required, assisting visitors and answering general questions via email, telephone or in person
Skills Required:
The Rosyth Admin Hub is re-opening and this is an exciting opportunity to be part of the new Team. Previous experience in an administrative or customer service role is preferred although on the job training will be provided.
The team are seeking a detail-oriented and efficient Administrative Support professional to join the team. The ideal candidate will have excellent communication skills, both written and verbal, and the ability to manage multiple tasks with ease. Key skills include strong organisational abilities with the successful candidate demonstrating attention to detail, problem-solving skills, and a proactive approach to dealing with office systems and processes.
The ability to work collaboratively in a team environment is important so if you thrive in a dynamic setting.
*Due to the nature of the role, you will be required to undergo a high-level security check prior to starting the position.*
Please note if you have not been contacted regarding the position within 7 days of submitting your application, please assume you have been unsuccessful.
Brook Street are proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.
