Security Services Group (SSG) – Operations Service Officer Full Time NEW

Job Summary

Security Services Group (SSG) is the MOD’s Technical Authority for electronic and physical security providing in-house expert advice, design, installation and maintenance of electronic and physical security systems across Government, prioritised towards Secret and Above Secret, and items Attractive to Criminal and Terrorist Organisations (ACTO). SSG is part of GUARDIAN and is positioned within Standing Joint Command to support UK homeland security and resilience.

With an FTE of 325, SSG provides technical specialist ‘consultancy’ advice to projects to support the creation of design specifications through to commissioning; project management and delivery with through life maintenance; strategic and tactical compliance assurance reviews and audits across the business; an assured government use only Intruder Detection System built in-house; and security furniture services. Head of SSG is also the MOD’s Head of Specialism for Physical Security across the MOD (part of the Government Security Profession).

SSG’s Operational Delivery teams are the MOD’s specialist in-house security providers, delivering project management, design, installation and 24/7, 365 days a year maintenance of all aspects of electronic and physical security, with a global reach. SSG’s work is independently audited to ensure, ISO 9001:2015 and NSI compliance and accreditation as well as MOD’s own internal compliance regime. To learn more about SSG, visit Security Services Group – GOV.UK

This position is advertised at 37 hours per week.

Job Description

Role Summary

The Operations Service Officer provides essential administrative support to the Operations Support Services Team, ensuring the smooth operation of logistics, fleet management, and office coordination.

Key Responsibilities Include:

Logistics & Fleet Administration

• Maintain accurate records for the Designated Vehicle Scheme (DVS) fleet in compliance with GDPR.
• Update the Motor Insurance Database (MID) and provide day-to-day guidance to DVS drivers.
• Manage the ordering, issue, and tracking of fuel cards and ERIC keys.
• Collect and collate monthly odometer readings.
• Process vehicle condition reports and escalate issues to the Operations Support Services Fleet Manager.
• Monitor and record driving licence checks, ensuring timely renewals.
• Follow up with DVS drivers regarding condition reports, odometer readings, and licence checks.
• Order fleet consumables and liaise with Babcock, lease providers, and drivers for scheduled maintenance and bookings.
• Coordinate operations hire vehicles and overseas travel arrangements, including flights, rail, ferries and accommodation.

SSG Academy & Logistics Hub Support

• Maintain and update the Operational Functional Training Matrix and associated training records.
• Shrivenham Office / Academy Coordination
• Act as the primary contact for booking accommodation, meeting rooms, and managing visitor arrangements.
• Send SMS and group emails as needed; maintain distribution lists for both email and SMS communications.

Procurement & Financial Administration

• Raise orders via EPC, ensuring the EPC log is accurately maintained and reconciled.
• Provide cover for other Support Services Team members, including tasks such as raising purchase orders and using CP&F systems (subject to system access).

Key Responsibilities Include:

Logistics & Fleet Administration

• Maintain accurate records for the Designated Vehicle Scheme (DVS) fleet in compliance with GDPR.
• Update the Motor Insurance Database (MID) and provide day-to-day guidance to DVS drivers.
• Manage the ordering, issue, and tracking of fuel cards and ERIC keys.
• Collect and collate monthly odometer readings.
• Process vehicle condition reports and escalate issues to the Operations Support Services Fleet Manager.
• Monitor and record driving licence checks, ensuring timely renewals.
• Follow up with DVS drivers regarding condition reports, odometer readings, and licence checks.
• Order fleet consumables and liaise with Babcock, lease providers, and drivers for scheduled maintenance and bookings.
• Coordinate operations hire vehicles and overseas travel arrangements, including flights, rail, ferries and accommodation.

SSG Academy & Logistics Hub Support

• Maintain and update the Operational Functional Training Matrix and associated training records.
• Shrivenham Office / Academy Coordination
• Act as the primary contact for booking accommodation, meeting rooms, and managing visitor arrangements.
• Send SMS and group emails as needed; maintain distribution lists for both email and SMS communications.

Procurement & Financial Administration

• Raise orders via EPC, ensuring the EPC log is accurately maintained and reconciled.
• Provide cover for other Support Services Team members, including tasks such as raising purchase orders and using CP&F systems (subject to system access).

Person specification

Essential Skills And Experience:

• Strong administrative and organisational skills.
• Proficiency in Microsoft Office and relevant systems.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines.

Desirable Skills And Experience:

• Previous experience of working in an office-based team, with good IT skills and working Knowledge of Office 365, Clarity, Defence Travel Service and CP&F systems is desirable.
• Experience in logistics or fleet management.
• Experience with travel coordination and training administration.

Behaviours

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

• Working Together
• Managing a Quality Service
• Making Effective Decisions
• Delivering at Pace

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

• Working Together
• Managing a Quality Service
• Making Effective Decisions

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.

• Career Development: Benefit from continuous professional development opportunities within the security field, helping you grow and advance your career.
• Equipment: Laptop and mobile phone.
• Family Support: Access enhanced parental leave policies to support work-life balance during important life events.Family friendly policies including parental leave and adoption leave
• Exclusive Discounts: Enjoy savings through the Defence Discount Service (fees apply), offerings deals on a range of products and services.
• Health and Wellbeing: Receive Specsavers eye test vouchers and access on-site gym facilities (where available).
• Community and Social Perks: Join the Civil Service Sports Club (CSSC) or the Civil Service Club in London, providing access to a variety of social, cultural, and recreational activities (membership fees apply).
• On-Site Amenities: Many of our locations offer free parking, subsidised canteens, sports and social clubs, and on-site shops for your convenience.
• Inclusive Workplace: Join one of our Diversity and Inclusion Networks. We value diversity and are committed to creating an equal and supportive environment for all.
• An opportunity to be considered for Reward & Recognition.
• 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 employer contribution of 28.97%

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

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.

We use the Civil Service Success Profiles framework to ensure a fair and comprehensive assessment of candidates. Your suitability for the role will be evaluated based on your experience, skills and demonstration of core behaviours throughout the process.

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.

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

• Working Together
• Managing a Quality Service
• Making Effective Decisions

At interview, you will be assessed against your experience and the following behaviours:

• Working Together
• Managing a Quality Service
• Making Effective Decisions
• Delivering at Pace

What to Expect

• The interview will explore both your professional experience and how your behaviours align with the role’s requirements, we recommend using the STAR format when answering behaviour questions.
• Interviews are planned to take place at the UK Defence Academy, Shrivenham.

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 : Lee Davies, Logistics Support Manager
• Email : lee.davies292@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.