Job Title: Administrator 
Salary: £27,898.64 per annum
Contract Type: Permanent, Full Time
Hours: 37.5 hours per week 
Shift Pattern: 07.30 to 16.30- Monday to Thursday and 07.30 to 16.00 on Friday only
Location: HMS Sultan, Napier House, Military Road, Gosport, Hampshire, England, PO12 3BY

Administration - Office Services Supervisor and Commander`s Assistant

An opportunity to join an experienced, versatile team, delivering first class computer-based administration services to our world class Armed Forces personnel.

Position Overview

We are looking for a full-time, versatile, and enthusiastic individual to provide secretarial and administrative support to HMS Sultan's Executive Officer in a role commonly known as the Commander's Assistant, and to supervise related Administrators.

Additional information for internal applicants

Please ensure that you discuss your application with your current line manager before formally applying. Please note that internal job moves are subject to the standard terms for the post being advertised. Enhanced terms cannot be honoured.

Main Responsibilities

The main responsibilities of the role include planning and coordinating programmes, which encompasses creating daily plans, routines, and organising visits. The role also involves maintaining and managing an accurate diary while liaising with both internal and external agencies to prevent scheduling conflicts and ensure business needs are effectively met. The successful candidate will be responsible for producing agendas and minutes, as well as organising and attending meetings. Providing and facilitating briefing material is another key duty, alongside managing routine correspondence through appropriate media channels. Acting as the point of contact for all visitors is essential, which includes arranging their entry into the establishment and escorting them as needed. The role requires line management and supervision of office services personnel. It is also vital to ensure that all activities are carried out in full compliance with current Health and Safety Regulations and the General Data Protection Regulations. Additionally, the role may require carrying out other reasonable tasks, which could include providing cover for staff and undertaking other building management and access control duties.

What we are looking for

We are looking for a reliable, trustworthy, competent, and physically fit individual who can work both independently and as part of a team. The ideal candidate will be confident, self-motivated, and capable of using their own initiative, while being highly responsive to both company and customer needs. They should be proactive, consistent, and able to adapt quickly to the varying demands of the business. The role requires someone with administration and supervisory experience, strong organisational and motivational skills, and a high degree of integrity. A working knowledge of Health and Safety requirements is essential, as is a flexible approach to accommodate changing requirements and priorities. Excellent customer-facing skills and the ability to develop strong working relationships are important. The candidate must also be proficient in the use of workplace IT at a level appropriate to the role and possess Maths and English qualifications to a GCSE standard.

Additional Information

MOD security clearance and DBS Standard required. To meet national security vetting requirements, you will normally need to have been resident in the UK for at least 3 years to gain a Counter Terrorist Check, 5 years for Security Clearance and 10 years for Developed Vetting prior to the date of application. All Developed Vetted posts are required to be UK Nationals.

Proof of right to work in UK essential.

The Contract operates a 37.5 hour working week requiring an element of flexible output during the overarching service hours of 0730 and 1630 Mon to Thu and to 1600 on Fri only.  

Required to wear approved company work wear.

About the company

Mitie is a business of 77,500 colleagues making us the UK's leading facilities management company. Mitie's vision is to work together to deliver the exceptional, every day.  It is a commitment we make to our customers day in, day out.  We are built on integrity and trust.  We always go the extra mile to get the job done. 

We champion diversity and inclusion and have six employee networks offering supportive spaces for military veterans, parents and carers, LGBTQ+, women, disabled colleagues, and for all races and ethnicities.  Mitie has a comprehensive and practical approach to achieving net zero carbon.  A wide variety of benefits are available to employees, including additional leave purchase, Give as You Earn, Salary Finance, Save as You Earn, Share Incentive Plan, Cycle to Work, purchase of private medical cover, life cover, technical equipment, childcare vouchers, and more.  A reward and recognition scheme is in place and a wide variety of high street discounts are available to claim.  There are career pathway opportunities, such as workplace apprenticeships and leadership development programmes, and an offer is made to ‘give back' to the community during paid time. Please ask more about these benefits at interview.

Additional information for internal applicants

Please ensure that you discuss your application with your current line manager before formally applying. Please note that internal job moves are subject to the standard terms for the post being advertised. Enhanced terms cannot be honoured.