Dstl, the Defence Science and Technology Laboratory, maximises the impact of science and technology on UK defence and security across government. Were extremely proud of our work, which saves lives in the UK, overseas and on the frontline. Were a trading fund of the Ministry Of Defence, accountable to government, to the taxpayer and to the UK armed forces we support in the field every day.
To provide consistent, high quality administrative support to the business.
To work as part of a wider administrative support team to ensure all aspects of the service offering are provided in a timely and effective way to the users of the services
Responsibilities are to ensure the effective delivery of the agreed services detailed in Business Administration Services Service Schedule, which include:
To act as the first point of contact for internal requests for administrative assistance for both general business and project administrative support activities, providing and/or coordinating the response within corporate guidelines and working in line with Dstl's policies and in compliance with Dstl procedures.
To maintain an effective interface with other central functions and the FM/IS Service Providers to ensure the effective delivery of support services to the business
To proactively develop relationships with everyday users of the LHPs in order to gain feedback on customer satisfaction levels.
Maintenance of stationery supplies
Distribution of registered postal deliveries
Maintenance of distribution lists
Management of local pool items
Limited scanning and photocopying tasks
Input of data to corporate information and management systems.
The use of iServe and, in liaison with Site Services Helpdesk personnel, assist in the arrangement of complex hospitality/travel services requests
The use of icas/ Share Point MS
Efffective control of Dstls Protectively Marked Material ( PMM) through the use of the Electronic Registry System (ERS) or hard copy Protected Document Register (PDR) to record receipt, despatch, destruction archiving and filing of (PMM) on the full range of media.
Assisting holders of PMM with monthly spot-checks and the mandatory 100% annual muster of PMM and promptly reporting progress/incidents to the relevant DSLO.
Support the management of retention schedules including file review and archiving.
Ensure compliance with the Information Management Process on the MS.
Co-ordination of room bookings/refreshments/ visitor access
Support to /Deputy/Workplace Supervisor (WPS) - To assist with the notification of building faults and maintenance requests through the iServe system and support the maintenance of H&S documentation.
Provision of display screen assessments to support H&S processes
Maintaining and distributing building/area on call rotas
Job Description URLs
PLEASE QUOTE THE DSTL REFERENCE NUMBER ON THE APPLICATION FORM. For additional information please see attached job profile.
Competencies
A good knowledge of and experience in using IT in an office environment,
Basic level of expertise in using all core Microsoft Office software products, particularly Word and Excel
Good communication and interpersonal skills.
The following professional competencies are required:
General Service
Undertakes basic tasks across the full range of the Business Administration Services (BAS) service schedule to the required standards. Can respond to differing customer requirements in line with defined BAS procedures. Knowledge of key stakeholders. Buddies colleagues to provide advice and guidance on the completion of required tasks.
Document Management
Oversees the processing of Protectively Marked Material (PMM) on a daily basis and begin to delegate tasks to others. Provide support to colleagues on anticipating and solving non routine problems.
Meeting Services
Understanding of meeting facilities and requirements outside of Dstl sites.
Organise meetings working with relevant customer and Function stakeholders both internally and at external events. Organise and coordinate resources and arrangements including delegate management and security during events. Present accurate and correct minutes in an agreed format from notes. Provide support to colleagues on anticipating and solving non routine problems.
Information and Communication Systems Applications
Edit information contained within Corporate applications to meet customer requirements. Anticipate known problems and implement solutions. Buddies colleagues to provide guidance on the completion of required data entry or basic administration tasks.
Travel Coordination
Use of Corporate Applications and Service Provider Help Desk services to coordinate complex overseas travel and accommodation for one or more travellers. Provide information on documentation for overseas travel. Maintain Departmental travel forms.
Office Health and Safety
Knowing how to follow up reported hazards and faults, understand Function partners roles in Health and Safety management. Know about the Work Place Supervisors inspection schedules and advise customers on DSE Equipment.
The following professional competencies are required:
General Service
Undertakes basic tasks across the full range of the Business Administration Services (BAS) service schedule to the required standards. Can respond to differing customer requirements in line with defined BAS procedures. Knowledge of key stakeholders. Buddies colleagues to provide advice and guidance on the completion of required tasks.
Document Management
Oversees the processing of Protectively Marked Material (PMM) on a daily basis and begin to delegate tasks to others. Provide support to colleagues on anticipating and solving non routine problems.
Meeting Services
Understanding of meeting facilities and requirements outside of Dstl sites.
Organise meetings working with relevant customer and Function stakeholders both internally and at external events. Organise and coordinate resources and arrangements including delegate management and security during events. Present accurate and correct minutes in an agreed format from notes. Provide support to colleagues on anticipating and solving non routine problems.
Information and Communication Systems Applications
Edit information contained within Corporate applications to meet customer requirements. Anticipate known problems and implement solutions. Buddies colleagues to provide guidance on the completion of required data entry or basic administration tasks.
Travel Coordination
Use of Corporate Applications and Service Provider Help Desk services to coordinate complex overseas travel and accommodation for one or more travellers. Provide information on documentation for overseas travel. Maintain Departmental travel forms.
Office Health and Safety
Knowing how to follow up reported hazards and faults, understand Function partners roles in Health and Safety management. Know about the Work Place Supervisors inspection schedules and advise customers on DSE Equipment.
Qualification(s)
Essential:
NVQ level 2 in Business Administration or equivalent
Relevant IT skills or qualifications
Evidence of good standard of general education e.g. GCSEs or equivalent including English at Grade C or above
Working Pattern
This job/these jobs are available for full-time, part-time or flexible working arrangements (including Job Share arrangements). Civil Service - 13 months ago
