Business Management Office Support Office AO

The post holder provides administrative and financial support across a range of business management activities, ensuring compliance with financial, procurement, security and data protection policies.

Key responsibilities include administering bursary debt recovery cases, maintaining accurate records, monitoring repayment plans, processing approved bursary and Medical/Dental Cadet payments, and calculating repayment liabilities where required. The role supports financial assurance through auditing electronic Procurement Card (ePC) transactions and civilian travel and subsistence claims, identifying discrepancies and ensuring adherence to policy.

The post holder is responsible for maintaining ePC administration, including training records and Letters of Delegation, and for communicating policy requirements and corrective actions to users where necessary.

Additional duties include processing routine procurement requests, monitoring expenditure, maintaining the business area's SharePoint site and functional mailbox, managing records in line with information management policies, and supporting governance activities such as Data Protection Impact Assessments (DPIAs).

This position is advertised at 37 hours per week.

We are seeking a highly organised and motivated Administrative Officer to provide business, financial and governance support within a busy team. This varied role is ideal for someone with strong attention to detail, excellent organisational skills and the ability to manage multiple priorities while maintaining high levels of accuracy.

The successful candidate will support the administration of bursary payments and debt recovery activities, ensuring records are maintained and repayments are managed in line with policy. They will also undertake financial assurance activities, including auditing procurement card transactions and travel and subsistence claims, identifying discrepancies and supporting compliance with financial regulations and delegated authorities.

The role includes coordinating travel arrangements for recruitment and engagement activities, processing procurement requests, monitoring expenditure, maintaining business records and supporting effective information management. The post holder will manage shared mailboxes and SharePoint records, ensuring correspondence is actioned appropriately and stored in accordance with security and data protection requirements.

Working closely with a range of stakeholders, the successful candidate will provide advice and administrative support on business processes, procurement, governance and compliance matters. They will also contribute to wider governance activities, including maintaining records, supporting audits and assisting with Data Protection Impact Assessments (DPIAs).

• Experience of using CP&F (Contracting, Purchasing and Finance) to raise, process and manage procurement requirements in accordance with financial policies and procedures would be beneficial.
• Experience of working with ePC/LVP processes, ensuring accurate record keeping and compliance with organisational procedures would be beneficial.
• Strong administrative skills with the ability to manage competing priorities and maintain accurate records.
• Experience of handling financial information, monitoring expenditure and maintaining audit trails.
• Ability to interpret and apply policies, procedures and guidance accurately.
• Good attention to detail and the ability to identify and resolve discrepancies.
• Effective communication skills with the ability to engage professionally with a range of stakeholders.
• Competent user of Microsoft Office applications, particularly Excel, Outlook and SharePoint.
• Ability to work independently and as part of a team to deliver accurate and timely outcomes.
• Understanding of data protection, information security and records management requirements.

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

• Leadership
• Managing a Quality Service
• Delivering at Pace
• Changing and Improving

We only ask for evidence of these behaviours on your application form:

• Leadership
• Managing a Quality Service

• 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%

Hybrid Working:

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

Please Note:

• 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.
• 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 .

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.

Job contact :

• Name : Kim Archer
• Email : kim.archer106@mod.gov.uk

Recruitment team

• Email : DBSCivPers-Resourcingteam3@mod.gov.uk

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