Divisional Admin Officer - Flexible Working Available

Dover, Kent
19 Nov 2020
02 Dec 2020
Part Time
Contract Type

We welcome applications from all communities and we don’t discriminate against any identity. We’re interested to hear from you, regardless of your background.

Would you like the opportunity to work in an organisation where you can make a real difference?

Could you thrive in a fast-paced and dynamic environment?

Are you able to interpret and display data in an engaging form?

If so, this exciting opportunity as a Part Time Divisional Admin Officer is for you, and we'd like to hear from you!

Job description

The Divisional Admin Officer holds responsibility of providing administrative and logistical support to Coastal Operations Divisional Commander (CODC) and Area staff within Coastal Divisions.

As part of this role you will be responsible for all office based secretarial functions and provision of additional general site duties to support and assist the Divisional Commander, the Dover team and wider Division.

You will be required to build supportive and working relations with a variety of stakeholders including the emergency services, general public and liaising with the UK border force in dealing with migrant related queries.

This is a part time role at 14.8 hours per week.


The main duties and responsibilities of the role include, but are not limited to:

• Dealing with queries from internal and external customers over the phone, by email and fax and at the public counter including reception of visitors to CGOC and issue of building passes.

• Provision of Divisional administrative support including correspondence, processing of invoices and payments, collation of documentation for meetings and minute taking as required.

• Monitoring heightened security arrangements and health & safety measures for non-operational staff/areas and offices.

• General administrative functions for filing, station diary, photocopying, telephone, fax and postal services including postal account management as well as custodian of MCA filing system.

• Administration for all Coastguard vehicles within Area including servicing, MOT, Monthly Vehicle Running Logs and reconciliation of fuel invoices.

• Take on the role of loggist including appropriate training to support the CGOC as required in a loggist capacity during major incidents or exercises or as directed.

For more information about the role and responsibilities please refer to the role profile attached.

About You

Excellent experience and advance skill in utilising a wide range of Microsoft programmes is essential for this role. You have an eye for detail and have a strong ability to collate, interpret and present data in professional and engaging formats. You will not be afraid to challenge existing processes, confidently suggesting and innovating new ways of working.

We require you to be extremely dynamic with fantastic planning and organisational skills, often coordinating multiple and conflicting priorities to time and of a high standard. You are someone who demonstrates enthusiasm around your work, always championing engagement and collaborative working.

You will have great verbal and written communication skills with the ability to adapt your delivery style under pressure to suit a wide variety of audiences. We are looking for someone who has the aptitude to confidentially and respectfully handle sensitive situations.

Additional Info

There will be an occasional travel requirement within this role. This is estimated at three to four times per year.

As part of this role a uniform will be provided.

About Operational Delivery Profession (ODP)

Operational Delivery Profession (ODP) is the largest and most diverse professional community across the Civil Service. Many of us will have an association with several professional communities or specialisms, ODP applies to all public facing roles / or a role that is primarily aligned to supporting the work of those with public facing roles. All critical to the delivery of UK public services’.


A full UK driving license is required for this role.


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

  • Managing a Quality Service
  • Delivering at Pace
  • Working Together
  • Communicating and Influencing


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.

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

Things you need to know Security

Successful candidates must pass a disclosure and barring security check.

People working with government assets must complete basic personnel security standard checks.

Selection process details

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

We are closely monitoring the situation regarding the coronavirus, and will be following central Government advice as it is issued. There is therefore a risk that recruitment to this post may be subject to change at short notice. In addition, where appropriate, you may be invited to attend a video interview.

Please continue to follow the application process as normal and ensure that you check your emails regularly as all updates from us will be sent to you this way.

This vacancy is using Success Profiles. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

When considering your experience, please tailor your CV/Personal Statement to provide evidence of the below:

• Your experience of using Microsoft Office programmes

•Your ability to collate, interpret and present data

•Your experience in prioritising and organising work demands

The sift is due to take place from 3rd December 2020

Interviews are likely to be held from 17th December 2020

This interview could be conducted via a video interview, details of which will be provided to you should you be selected for interview.

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

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

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

Further Information

To learn more about applying for a role within the Department for Transport, visit the Application Process page of our Careers website.

Before submitting your application, we encourage you to visit our Things You Need to Know page for further information about applying for a role within the Department for Transport and the Civil Service.

Throughout this job advert there are links to the DfT Careers website, which provides you further information to support your application. Should you be unable to access the information on our website, please email DRGComms@dft.gov.uk for assistance.

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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) 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 :   Matt Pavitt Email :   Matt.Pavitt@mcga.gov.uk   Recruitment team : Email :   dftrecruitment.grs@cabinetoffice.gov.uk 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: dftrecruitment.grs@cabinetoffice.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here (https://civilservicecommission.independent.gov.uk/) to visit Civil Service Commission