Defence Business Services (DBS) Business Management & Records Preparation Admin

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence? 

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.

•    Our Vision – To support UK defence customers with outstanding service every time.

•    Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability. 
DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society. 
We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.
Come and join the DBS community today!

Office Manager 

•    Ensure day to day management of office activities are coordinated. Ensure all office defaults are reported, recorded and dealt with in a timely manner. Manage requirements for IT, furniture and office supplies ensuring they are actioned in accordance with MOD Policy. 
•    Act as Business Unit Point of Contact (BUPOC) and distribute all relevant information pertinent to the smooth running of the office via email, notices and Temporary Memorandum.
•    Responsibility for financial approvals/payments on the Contract, Purchasing and Finance (CP&F) and Low Value Purchasing (LVP) systems, and provide scrutiny and governance advice for purchases as appropriate. Conduct and assist with scrutiny of Business Cases and other spend proposals. Ensure supply and demand forecasting and budgeting spreadsheets are maintained.
•    Act as Building custodian focusing on building safety. Manage and maintain Health and Fire Safety policy and procedures. Act as 4C’s coordinator maintaining the safety and security of any visitors. Ensure notices and notice boards remain up to date and relevant. 
•    Ensure Business Continuity policies and procedures are reviewed, tested and promulgated.
•    Act as Branch Security officer ensuring all members adhere to security rules and regulations that apply. Ensure inspection recommendations are followed up and relevant notices are displayed and updated.  Escalate any security issues to the appropriate department when necessary and ensure corrective action is taken if required.
•    Maintain Risk Management and Risk Assessment registers (DSE, Manual Handling, First Aid, Fire, PPE, Legionella) highlighting to management any issues raised.

Records Preparation Administration
•    To ensure Ministry of Defence compliance with its obligations under the terms of the Public Records Act 1958 and 1967 by transferring records selected for permanent preservation to The National Archives (TNA). Recording and maintaining TNA records preparation standards and ensuring that all preparation staff are kept up to date with any changes/amendments or training requirements. 
•    Quality Assurance – responsibility for conducting checks on the prepared material and co-ordinating with TNA where necessary to ensure that the specific requirements are met and maintained; collating data on any deviations from the standards to enable further training if required. Produce and review internal administrative work instructions for the Preparation Team. 
•    Ensure that all non-standard archive materials required for file preparation are sourced in the most cost-effective manner and are available when required.
•    Overseeing the management of the Preparation Team ensuring performance levels specified in the MOD-DBS Service Level Agreement are met. 
•    Act as line manager for 2 Preparation Team AO’s.

This  post is advertised at  37  hours  per week.
 
 

Skills and Experience 

Essential: 

•    High attention to detail.
•    Strong IT skills.
•    Excellent verbal and written communication skills.
•    Ability to deliver at pace, experience of managing a varied workload, prioritising effectively and the ability to manage multiple tasks concurrently.
•    Proactive and able to look ahead to anticipate issues
•    Ability to build and maintain excellent relationships with people at all levels across an organisation. 
•    Experience of raising and amending contract and purchase requisitions in CP&F.

Personal Attributes & Skills

 
We are looking for a proactive self-starter who is highly organised, flexible and efficient.  
 

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

• Leadership
• Working Together
• Making Effective Decisions
• Communicating and Influencing
• Managing a Quality Service

•    An environment with flexible working options Monday-Friday
•    25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service (pro rata). In additional to 8 public holidays per year, you will also receive leave for HM The Sovereign’s birthday
•    An opportunity to be considered for Reward and Recognition – £250-£5000 per year
•    Family-friendly policies including – parental leave and adoption leave
•    Learning and development tailored to your role
•    Professional and personal development of skills
•    A culture encouraging inclusion and diversity
•    Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments
•    Special paid leave to volunteer up to 6 days per year
•    A Civil Service pension with an average employer contribution of 27%

The post does not offer relocation expenses.
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.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Job contact :

• Name : DBS CIO-KIB Team
• Email : dbscio-kirecruitmentenquiries@mod.gov.uk

Recruitment team

• Email : DBS-EnhancedRecruitmentTeam@MOD.gov.uk