Navy Command RFA Attendance and Standards HR Administrator Full Time NEW

Job Summary

The uniformed civilians of the Royal Fleet Auxiliary (RFA) are professional qualified seafarers, trained and educated to recognised international maritime standards and deliver worldwide logistics and operational support to Royal Navy military operations. Fully integrated into front-line warships, the RFA is an essential element of how the Royal Navy operates with freedom around the globe. The RFA supports a wide spectrum of operations from high-tempo war fighting to counter piracy, disaster relief, counter narcotics, law enforcement and evacuation operations.

The People and Training Directorate within Navy Command Headquarters is responsible for attracting, recruiting, training, sustaining and retaining inspired, capable and motivated people in an agile and flexible Whole Force to enable the Royal Navy to succeed on operations by putting our people capability first.  Our modern approach to the future workplace and our singular focus on improving the lived experience presents a unique opportunity to support, enable and empower the people of the Royal Navy to thrive, and unlock their potential as valued and respected individuals who lead, fight and win.

Our team is based within Navy Command Headquarters; the nerve centre of the Royal Navy providing the ships, people, aircraft and equipment to deliver the UK’s defence policy. Civil Servants and Armed Forces personnel work together across a wide range of interesting and challenging jobs in different disciplines.

This position is advertised at 37 hours per week.

Job Description

It is an exciting time to join our expanding, empowered, valued and invested RFA People Delivery Team within the headquarters of the Royal Navy.

You will have the opportunity to support shaping and developing an evolving role which includes:

• Provide administrative support to ensure compliance with statutory and organisational requirements for attendance, medical fitness, training, and wellbeing. Maintain accurate records, prepare documentation for audits and inspections, and support processes that underpin attendance and standards policies.
• Operate a compliant digital process, in conjunction with Med Techs and RN Healthcare to access, redact, and share DMCP medical records for SARs and legal processes.
• Maintain SEN, allergies, and disability screening records; document the application of Reasonable Adjustments toolkit
• Administer the recording of short-term absence trigger points and support implementation of the Supporting Attendance policy, including Formal Improvement Periods.
• Create, store and (iaw GDPR) share records of meetings and formal interventions
• Manage records lifecycle: destruction, storage, and rolling programme compliance.
• Monitor and action mandatory training non-compliance alerts; escalate as required.
• Collate and Administer responses to personal injury claims (collate evidence, maintain records).
• Assist in the collation and record of formal investigations or initial fact-finding projects to support Standards interventions.

This role entails speaking with our team members, police, legal team and partner agencies as they navigate challenging, uncertain and difficult personal circumstances and therefore we ask that applicants consider and self-assess their resilience and suitability for the position. 

It is an exciting time to join our expanding, empowered, valued and invested RFA People Delivery Team within the headquarters of the Royal Navy.

You will have the opportunity to support shaping and developing an evolving role which includes:

• Provide administrative support to ensure compliance with statutory and organisational requirements for attendance, medical fitness, training, and wellbeing. Maintain accurate records, prepare documentation for audits and inspections, and support processes that underpin attendance and standards policies.
• Operate a compliant digital process, in conjunction with Med Techs and RN Healthcare to access, redact, and share DMCP medical records for SARs and legal processes.
• Maintain SEN, allergies, and disability screening records; document the application of Reasonable Adjustments toolkit
• Administer the recording of short-term absence trigger points and support implementation of the Supporting Attendance policy, including Formal Improvement Periods.
• Create, store and (iaw GDPR) share records of meetings and formal interventions
• Manage records lifecycle: destruction, storage, and rolling programme compliance.
• Monitor and action mandatory training non-compliance alerts; escalate as required.
• Collate and Administer responses to personal injury claims (collate evidence, maintain records).
• Assist in the collation and record of formal investigations or initial fact-finding projects to support Standards interventions.

This role entails speaking with our team members, police, legal team and partner agencies as they navigate challenging, uncertain and difficult personal circumstances and therefore we ask that applicants consider and self-assess their resilience and suitability for the position. 

Person specification

We are seeking a motivated, confident, autonomous team member with:

• Exceptional self-organisation skills to prioritise and multi-task in a busy, complex team.
• A meticulous eye for detail
• Experience in professional use of O365 tools to collate, analyse and present data and information accessible to diverse target audiences.

We are looking for someone who is enthused to work with a degree of ambiguity as the team develops, and who is confident enough to speak up with ideas and challenges. This is a dynamic role within an environment where the people and capability priorities change regularly and so presents an excellent professional opportunity for a proactive, flexible problem solver.

This role requires superb conversational and communication ability; our operational capability absolutely relies upon this.

Behaviours

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

• Making Effective Decisions
• Communicating and Influencing
• Changing and Improving

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

As a civil servant in Navy Command, you will be part of a forward-looking organisation with inclusive workplace policies, excellent career prospects, and a job that makes a difference. Navy Command prides itself on being a supportive employer and where possible encourages flexible working, helping you to maintain a great work/life balance.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

In Navy Command we believe that everyone has the potential to make a difference and you will be supported to help you learn and advance in your career. This includes working towards membership of a professional body and/or undertaking an apprenticeship as part of your role.

An apprenticeship is a combined package of work and training. Through an apprenticeship you will gain professional knowledge, practical experience, and the broader skills required to upskill you in your current role and pave the way for your future career. Most of the training will be ‘on-the-job’, with the remaining ‘off-the-job training often delivered by a training provider. This means minimal disruption and maximum impact.

Professional qualifications can be achieved through an apprenticeship and range from Level 2 (equivalent to 5 GCSEs), Level 3 (equivalent to 2 A Levels), and Levels 457, which can give you a foundation degree, a full Bachelor’s degree, or a Masters degree.

Apprenticeships normally last between 12 months – 3 years, depending on the level of the apprenticeship.

Anyone can undertake an Apprenticeship and everyone, regardless of age, can benefit from developing their skills in an accredited way.

Successful candidates can discuss their development options with their manager when in post.

Our headquarters in Portsmouth also offers an impressive range of onsite facilities including a gymnasium, tennis courts, and other sporting facilities, a children’s nursery, a bistro restaurant, a shop, and plenty of car parking spaces.

Please Note

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements 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.

This post does not offer any assistance with relocation allowances.

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.

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

A CV will be required for this position, which you will submit using the CV template provided on the CS Jobs Dashboard in part two of your application, detailing job history, full qualifications, previous experience and skills.

At sift, you will bee assessed against your CV and the following Behaviours:

• Making Effective Decisions
• Communicating and influencing
• Changing and Improving

At interview, you will be assessed against the following Behaviours:

• Making Effective Decisions
• Communicating and influencing
• Changing and Improving

Please note if there are a large number of applications, the recruiter reserves the right to conduct an initial sift against the lead behaviour of: Making Effective Decisions. Depending on the outcome of this initial sift, a further full assessment of all behaviours may be conducted.

Further Information

If you are selected for an interview, it will be held via Microsoft Teams. We will try and offer as much flexibility as we can, but it may not be possible to offer alternative dates for interviews.

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.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

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 : Shannon Paterson
• Email : shannon.paterson113@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.