Business Support Administration Officer - Flexible Working Available

Aberdeen, Aberdeenshire
19 Nov 2019
02 Dec 2019
Full Time
Contract Type


Aberdeen, Scotland, AB11 5EZ

About the job

Do you have experience providing efficient administrative support in a busy office environment?

Do you have an eye for detail and a track record of timely and accurate data entry?

Can you provide first-class service and effective communication to our customers?

If so, we are looking for two Business Support Administration Officers to join us at the Maritime and Coastguard Agency (MCA), and we’d love to hear from you. Job description

Based in the Business Support Unit in Aberdeen, you will provide dedicated administrative support to Maritime & Coastguard Agency (MCA) outposts across the UK. Working closely with colleagues within your team and across the Agency, you will champion best practice and consistency across the Coastguard Divisions.

We have two positions on offer – one fixed term for 12 months and one fixed term for 9 months. If successful, you will be considered for both terms and appointed based on your experience, suitability for the role and availability. We have two positions on offer – one fixed term for 12 months and one fixed term for 9 months. If successful, you will be considered for both terms and appointed based on your experience, suitability for the role and availability. There may be a possibility for one of these posts to be extended.


Your duties will include:
• actively engage with the Head of the Business Unit, team colleagues, HQ Estates and HMCG HQ colleagues to ensure the delivery of seamless administrative support across the Directorate
• process Coastguard Volunteer application data and input Coastguard Volunteer Remuneration claims payroll, ensuring accuracy standards are met and payroll payment time-lines are achieved
• provide local administrative support to Aberdeen CGOC and Division One commanders providing a responsive and proactive team approach to local administrative tasks
• provide a procurement service, ensuring invoices are entered into the shared services system accurately and timeously, adhering to Finance & Governance guidance
• deliver administrative support to all MCA colleagues on Reactive Estates matters, working collaboratively with our Facility Management Company. Working with external contractors when directed, to secure building works, adhering to Finance & Governance guidance

About you

You have excellent administrative skills, able to provide a responsive and proactive approach to administrative tasks on your own or as part of a team. You are well organised with an eye detail and have a track record of working quickly and accurately to complete tasks on time. You have excellent IT skills, are an experienced user of Microsoft Word and Excel, and are confident manipulating data and working with spreadsheets.

You also have excellent customer service skills and are a confident communicator in person, over the phone or in writing. You will be able to quickly engage and build positive working relationships with colleagues and external stakeholders at all levels.

About us

The Maritime and Coastguard Agency (MCA) implements the government's maritime safety policy in the United Kingdom and works to prevent the loss of life and occurrence of pollution on the coast and at sea.

Safer lives, Safer ships, Cleaner seas.

Our vision is to be the best maritime safety organisation in the world.

Find out what it's like to work at the Maritime and Coastguard Agency

We are part of the Department for Transport (DfT). DfT is a great place to work, and our ‘one team’ approach really makes a difference. We value our staff and that’s why we’re committed to nurturing an inclusive environment across the Department.

You’ll be part of an innovative organisation that invests in all our people, ensuring we have the diverse skills to deliver transport that moves Britain ahead now and into the future.

DfT’s inclusion is recognition of our commitment to make the Department a great place to work through our culture of equality and inclusivity and the great strides we’ve made to raise the number of women in senior positions.


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

  • Communicating and Influencing
  • Working Together
  • Delivering at Pace
  • Seeing the Big Picture


Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance.

Things you need to know

Successful candidates must pass a disclosure and barring security check.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

How to apply

Please tailor you CV and Personal Statement to demonstrate your experience:
• working in administrative roles and any tasks you were responsible for that are relevant to the role
• data entry and manipulation, working with Excel and using/creating spreadsheets
• managing your own workload and prioritising tasks to meet deadlines

Sift and interview details

The sift is due to take place 04.12.2019.

Interviews/assessments are likely to be held between 16.12.2019 and 17.12.2019 at Maritime and Coastguard Agency,Aberdeen Marine and Fishing Survey Office, Marine House, Blaikies Quay, Aberdeen, AB11 5EZ.

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.

The selection process will be designed specifically for the role. As a result, your assessment could include:
• an interview
• an interview with one or more exercises
• a full day of activities including interactive, written and timed exercises

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity. For further information on Success Profiles please click here

Your interview may consist of a range of question types. These may include questions about:
• what energises and motivates you
• how you would manage situations relevant to the role
• your previous experience
• your professional skills and knowledge

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.

Further Information

This post is offered on a Fixed Term Appointment (FTA) basis to complete a finite piece of work.

Permanent Civil Servants will not be expected to change their employment status from permanent to fixed term appointment. OGD applicants will be appointed on inward loan and subject to the terms of the agreed inward loan agreement.

Internal applicants will be appointed on inward loan and subject to the terms of the agreed inward loan agreement. The expectation is that you will return to your previous post at the end of the loan period, which will need to be agreed with your line manager in advance.

If you're employed by a non-departmental public body (NDPB) by moving jobs this will involve a change of employer and you may break the statutory rules on continuity of employment.

We have adopted anonymised recruitment. This means that your name, date of birth and other personal details will not be seen by the sift panel.

We may hold a merit list for up to twelve months. During this time, if a similar role is identified and you have been placed on the merit list you may be considered for the post. Within the merit list period, your application form and selection information may be shared across the department and its agencies.

Please see attached candidate notes for further information about our recruitment process.

If successful and transferring from another Government Department a criminal record check maybe carried out.

New entrants are expected to join on the minimum of the pay band.

Reasonable adjustment
If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via as soon as possible before the closing date to discuss your needs Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
Any move to the Department For Transport will mean you will no longer be able to carry on claiming childcare vouchers.

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code 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.

The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

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 :   Carol Ledingham Email :   Recruitment team : Email : Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here ( to visit Civil Service Commission