Navy Command - Course Booking Cell

HMS Collingwood, Fareham, PO14 1AS

Job Summary

We have an exciting new opportunity for an Administrative Support Officer at the Royal Navy’s Course Booking Cell (CBC).

The CBC is situated in HMS Collingwood, Fareham and is responsible for Phase 3, non-career/leadership course enrolment management and to maintain and develop enrolment processes and policy so that RN training is optimised.

The CBC team comprises of nine people and forms part of the Training Plans area within the Training Management Group pillar of Dir P&T.

CBC Support E1 is responsible, on behalf of the CBC Manager, for administering booking requests received by email from a diverse range of stakeholders and inputting them in the Joint Personnel Administration (JPA) IT system. CBC staff are also required to carry out pre-enrolment checks to ensure Learner eligibility etc. Where training places are not available, CBC staff are to advise customers of alternative options, forwarding priority requests to the CBC Manager as appropriate.

This position is advertised at 37 hours per week.

Job Description

• Under the direction of the CBC Supervisor, ensure that all course booking requests are completed in an efficient and timely manner in accordance with (iaw) current CBC policy and processes.
• Respond to emails and phone calls regarding course dates and enrolments requests.
• Ensure Learners are eligible to attend training iaw CBC priority policy (Position ID & Unit Position List).
• Ensure Learners have not already been enrolled on the course (double booking) and that they are not due to attend another course (overlapping course).
• Take note of any pre-requisites there may be when booking a course, ensuring that potential learners meet these before being enrolled onto a course.
• Advise course administrators (Facilitators & schools) when booking / cancelling courses within 4 weeks of the start date of any course
• This post will act as the subject matter expert for all Royal Fleet Auxiliary (RFA) Royal Navy based training management, ensuring that the RFA get their bids on all the training they have requested by securing block bookings and adding names from the RFA team at a later date.
• Manage the weekly reports via CBC (Course Booking Cell) SCIO APP (RN IT database), iaw CBC Weekly Administration instructions to identify potential waste and to ensure the RN training is managed efficiently.
• Under the direction of the CBC Supervisor, ensure that all course booking requests are completed in an efficient and timely manner in accordance with (iaw) current CBC policy and processes.
• Respond to emails and phone calls regarding course dates and enrolments requests.
• Ensure Learners are eligible to attend training iaw CBC priority policy (Position ID & Unit Position List).
• Ensure Learners have not already been enrolled on the course (double booking) and that they are not due to attend another course (overlapping course).
• Take note of any pre-requisites there may be when booking a course, ensuring that potential learners meet these before being enrolled onto a course.
• Advise course administrators (Facilitators & schools) when booking / cancelling courses within 4 weeks of the start date of any course
• This post will act as the subject matter expert for all Royal Fleet Auxiliary (RFA) Royal Navy based training management, ensuring that the RFA get their bids on all the training they have requested by securing block bookings and adding names from the RFA team at a later date.
• Manage the weekly reports via CBC (Course Booking Cell) SCIO APP (RN IT database), iaw CBC Weekly Administration instructions to identify potential waste and to ensure the RN training is managed efficiently.
  
  

Person specification

Essential

• Good written and verbal communication skills
• Good prioritisation skills
• Ability to use Outlook, Word and Excel
• Ability to work effectively in a team
• Ability to work independently on own initiative with a flexible and proactive approach to work.
  
  

Desirable

• Prior experience using JPA/SCIO/OBIEE
  
  

Behaviours

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

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

Alongside your salary of £26,235, Ministry of Defence contributes £7,600 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.

This job role may be suitable for hybrid working, which is an informal, non-contractual and voluntary arrangement, blending a balance of attendance in the workplace at HMS Collingwood, Fareham, which is based on business assessment of where the work is best done and working from home as a personal choice (if

the role is suitable for this). If you are successful, any opportunities for hybrid working will be discussed with you prior to you taking up your post.

Navy Command prides itself on being a supportive employer and where possible encourages flexible working, helping you to maintain a great work/life balance.

Other Benefits For Navy Command Civil Servants Include

25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service.

Personal & professional development

Alternative working patterns for many roles

Access to a confidential, professional support service

Discount schemes.

Bicycle / season ticket loans.

Enhanced maternity, paternity, and adoption leave.

Special paid leave to volunteer up to 6 days a year.

HMS Collingwood also offers a range of on-site facilities including a gymnasium, and other sporting facilities, a shop and plenty of car parking spaces.

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 up-skill 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 4 -7, which can give you a foundation degree, a full Bachelor’s degree, or a Master’s 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.

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.

Selection process details

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

When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.

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

Candidates will be required to provide a statement of suitability. (250 words)

At sift, you will be assessed against your CV and/or Statement of suitability and the following:

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

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

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

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: [email protected] .

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.

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 : Caroline Leeman
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

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: [email protected].