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Executive Officer

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.

• Our Vision - To support UK defence customers with outstanding service every time.
• Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society.

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.

They include but are not limited to HR, Recruitment and On-boarding, Pay, Performance & Recognition, Finance Invoices and Revenues, Business Change, Working Patterns and Leave or Exit Services. This position offers hybrid working; a combination of office:home working in line with MOD guidelines.

To enable the delivery of these services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business-critical services to MOD.

We have full-time, part-time, job-share and flexible working positions available. We will work with you and be as accommodating as possible when agreeing your working hours however the final decision will be based on business needs.

Roles and responsibilities for a Team leader/Caseworker include but not exclusive to:

• Responsible for the day-to-day delivery of operational services, with line management responsibility.
• Provide advice and guidance to their team in order for them to deliver objectives against agreed timescales.
• Achieving all Service Level Agreements (SLA) in support of the overall objective to achieve the Key Performance Indicators (KPI’s) as defined and agreed. Managing demand and output to ensure SLAs are delivered.
• Contribute to accurate Forecasting/Demand profile and build a flexible, multi skilled environment to accommodate demand in peaks and troughs. Contribute to ensuring that Operational Planning & Performance data is updated, and analysis is undertaken.
• Proactive identification and management of risk across the service line; supporting and implementing mitigation strategies before any escalation requirement. Any escalation to be managed quickly and appropriately in line with requirements.
• Build a culture of continuous improvement in support of delivering an efficient service and value for money for our customers.
• Contribute to and support Operational Excellence culture within the business area. Managing the challenges of difficult or complex changes whilst also encouraging and supporting others to do the same.
• Conduct Quality Assurance checks to ensure compliance with policy and procedure, and to identify trends and possible skills gaps/training requirements.
• Provide support to the Operational Managers, Senior Operational Manager and Assistant Head Civilian Personnel in managing overall service delivery.
• Lead and participate in meetings.

Roles and responsibilities for a Workforce Management Operational Expert include but not exclusive to:

• This is a casework service that requires input at various points along the process. As it is not a transactional service continuity of service is critical, team act as named points of contact and regularly liaise between DBS teams, business units and PCHR as policy leads on complex cases.
• Ensuring that enquiries & exit processing is complete in accordance with KPI’s each month.
• Monitoring team remedy queues and actioning issues as needed.
• Delivery of NHS/TPS Early Release Schemes as needed and assist TLB’s in submitting Business cases for CSCS VERS schemes
• Process and advise on Partial Retirement, liaising with Pensions and customer to ensure correct reductions of grade/work schedule.
• Process EPPA, IHR and IB cases investigating and providing information to pension and/or OH provider as needed.
• Responsible for investigation and drafting of responses for customer complaints.
• Monthly 1:1’s with manager and attend regular team meetings.
• Work with Operational experts to maintain CI across Tier one related services and implement change.
• Loans and Secondments: responsible for ensuring that predatory work has been completed in order for loan to commence (CWA approval, business case) complex work that involves higher graded staff with various needs that are not standard, requires in depth discussion with both OGD's, internal colleagues (Resourcing, security clearances, TLB's, CWA's). Be the first point of contact for both inward and outward.
• Completion of Civil Service commission quarterly return.

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

Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.

Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.

Applications will be sifted on all Success Profile elements, but in the event of a high number of applications, an initial sift will be conducted on the lead behaviour, Communicating and Influencing.

At application stage you will be assessed against the following:

In the rare case where individuals have exact matching scores, the order of merit will be determined based on the behaviour scores at interview in the following order:

1. Communicating and Influencing
2. Managing a Quality Service
3. Changing and Improving

If candidate scores are still exact, the merit order will then be determined on the sift score in the below order or priority:

1. Leadership
2. Working Together
3. CV

We want to offer opportunities to all who are successful at interview for our roles, but this isn’t always possible, so we do hold candidates on an active reserve list for 12 months.

Application sifting is scheduled to take place in February 2023.

Interviews are currently taking place via MS Teams and will be early March 2023.

A minimum of 2 full working days’ notice will be provided for interviews. We endeavor to stick to these dates, but these are subject to change around business needs.

Disability Confident Scheme

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]

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 Notice sets out how we will use your personal data and your rights.

As a result of the changes to the UK immigration rules which came into 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.
The role currently being advertised has not been assessed as business critical and 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.

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.

This job is broadly open to the following groups:

• UK nationals
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the Republic of Ireland
• nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
• relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements (opens in a new window)

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.

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact [email protected] in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/