Navy Command - Portfolio Support Officer - #1777398

Kentigern House, 65 Brown Street, Glasgow, G2 8EX

Job Summary

Navy Command Headquarters (NCHQ) is the nerve centre of the Naval Service. It supports operations around the globe and provides the ships, people, aircraft and equipment to deliver the UK’s defence policy.

In Navy Command, our civil servants work alongside their military colleagues in jobs that matter; jobs which often have a direct impact on the quality of the operational capabilities we deliver. Roles can offer great job satisfaction and there are many opportunities to develop and progress both within the Ministry of Defence and across the wider Civil Service.

The Submarine Directorate in Navy Command is responsible for all submarine in service capability and availability, including oversight of the Submarine Flotilla and Clyde Naval Base.

The Clyde Capital Infrastructure Programmes (CCIP) comprise new build facilities and refurbishments to support current and future operations on His Majesty’s Naval Base (HMNB) Clyde. This includes Government Major Programmes & Projects. This is an exciting time to join the team, the delivery environment is both challenging and rewarding. 

As a Portfolio Support Officer, you will play a crucial role in shaping and enhancing portfolio functions within a dynamic and forward-thinking environment. Working closely with the Portfolio and Client Support Team, you will directly contribute to impact on the establishment and development of key mechanisms and processes and involvement in recruitment activities and resource planning will contribute to building a high-performing team. Supporting project controls, engaging with stakeholders and creating supporting materials will allow the Portfolio Support Manager to demonstrate communication and collaboration abilities, organisational skills and attention to detail. Overall, this role provides a platform for professional growth, continuous development, and the chance to be an integral part of the Clyde 2070 functions.

This is a new and evolving programme that presents exciting opportunities for personal and professional development.

This position is advertised at 37 hours per week.

Job Description

Portfolio Support

• Support the Portfolio Support Manager in establishing and developing portfolio functions, mechanisms, and integrated PMO processes.
• Support recruitment through co-ordinated management of the resource planner and creation of TORs with the Head of PMO and Navy HR.
• Assist resource through management and maintenance of the workforce planner.
• Assist in the creation of TORs in collaboration with the Head of PMO and Navy HR.
• Assist with development of current and future office location opportunities with the client support team, government property agency, and heads of establishment.
• Provide ongoing support to the Clyde 2070 functions, identifying priorities and enhancing efficiency in the process.
• Deputise for Line Management as required.
• Draft and/or review documents for the portfolio and programmes for approval.
• Coordinate systems to facilitate effective planning and scheduling.
• Assist with ‘front door’ activities through management of multiuser accounts and management of requests for information of the Portfolio.
• Manage access to the SharePoint site.
• Assist in the organisation and collation of information for meetings and capture relevant actions and decisions.
• Undertake line management duties, including the continuous development and performance management of team members.
• Ensure compliance with current Health and Safety legislation and guidance.
  
  

Stakeholder Support

• Engage with internal and external stakeholders effectively.
• Develop supporting materials for the Portfolio.
• Provide administrative assistance for the Portfolio
  
  

Secretariat and Meeting Support

• Manage Secretariat support through booking meetings and management of stakeholder diaries.
• Manage venue booking where
• Manage the preparation and distribution of meeting papers.
• Record minutes of meetings and follow up actions, as appropriate.
  
  

Ad-hoc Support For Clyde 2070 Functions

• Undertake any other administration reasonably expected at this grade to support Clyde 2070.
• Support with new starter orientation, as required.
  
  

Portfolio Support

• Support the Portfolio Support Manager in establishing and developing portfolio functions, mechanisms, and integrated PMO processes.
• Support recruitment through co-ordinated management of the resource planner and creation of TORs with the Head of PMO and Navy HR.
• Assist resource through management and maintenance of the workforce planner.
• Assist in the creation of TORs in collaboration with the Head of PMO and Navy HR.
• Assist with development of current and future office location opportunities with the client support team, government property agency, and heads of establishment.
• Provide ongoing support to the Clyde 2070 functions, identifying priorities and enhancing efficiency in the process.
• Deputise for Line Management as required.
• Draft and/or review documents for the portfolio and programmes for approval.
• Coordinate systems to facilitate effective planning and scheduling.
• Assist with ‘front door’ activities through management of multiuser accounts and management of requests for information of the Portfolio.
• Manage access to the SharePoint site.
• Assist in the organisation and collation of information for meetings and capture relevant actions and decisions.
• Undertake line management duties, including the continuous development and performance management of team members.
• Ensure compliance with current Health and Safety legislation and guidance.
  
  

Stakeholder Support

• Engage with internal and external stakeholders effectively.
• Develop supporting materials for the Portfolio.
• Provide administrative assistance for the Portfolio
  
  

Secretariat and Meeting Support

• Manage Secretariat support through booking meetings and management of stakeholder diaries.
• Manage venue booking where
• Manage the preparation and distribution of meeting papers.
• Record minutes of meetings and follow up actions, as appropriate.
  
  

Ad-hoc Support For Clyde 2070 Functions

• Undertake any other administration reasonably expected at this grade to support Clyde 2070.
• Support with new starter orientation, as required.
  
  

Person specification

Essential Experience:

• Proficient IT skills, including Microsoft Office (Word, Excel, Outlook, PowerPoint), SharePoint, and the ability to adapt to new systems swiftly.
• Strong organisational skills, capable of managing workloads, prioritising tasks, and handling multiple responsibilities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Sound understanding of Portfolio Management Office responsibilities and support functions.
• Experience collaborating with diverse stakeholders.
• Background in Programmes and Projects management.
  
  

Desirable Experience:

• Experience working within intricate team structures.
• Proficiency in planning and overseeing large programmes and projects.
• Experience of supporting high-level meetings including minute-taking and maintaining accurate meeting records.
• Previous experience in establishing a Portfolio.
• Previous experience in line management
• Familiarity with JSPs
  
  

Behaviours

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

• Working Together
• Seeing the Big Picture
• Managing a Quality Service
  
  

Alongside your salary of £36,530, Ministry of Defence contributes £10,582 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%
  
  

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

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, Strengths and Experience.

Candidates can apply online via the Civil Service Jobs website by completing the application form before the deadline shown. Apply using the Civil Service Jobs apply button, filling in all required details in all sections. Using the Success Profiles link for information on format and style, ensure you provide evidence for all Behaviours and Experience sections requested in the appropriate competency style.

Sift Stage

At Sift, you will be assessed against the following Experience:

• Candidates will be required to complete an online CV template to include job history, full details of education and qualifications and previous experiences and skills. Please also include any relevant responsibilities and achievements. 
• Candidates will be required to complete a Statement of Suitability/Personal Statement of no more 250 words, providing details relevant to the essential and desirable experience in the job advert.  
  
  

The requirements for the role have been benchmarked and these will be used to sift all candidates, with those meeting the minimum requirements invited to interview.  

Interview Stage 

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

• Working Together
• Seeing the Bigger Picture
• Managing a Quality Service
  
  

Further Information 

Candidates who are found to meet an acceptable standard at interview but are not successful in one of the advertised posts may be considered for similar roles within the Business Unit. 

You will also be expected to achieve Security Check clearance for this role. Developed Vetting may be required in the future.

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 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, Strengths 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

Open to UK nationals only.

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 : [email protected]
• 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].