About the job

Summary

The Permanent Joint Headquarters (PJHQ) is a 3* led HQ, based at Northwood leading and running overseas operations, and consists of approx. 400 staff; a mix of military and Civil Servants. The Corporate Governance Team (CGT) is an independent and objective assurance service designed to support continued improvement of the operation of PJHQ, parallel with UK Strategic Command (UKStratCom) requirements. It contributes to PJHQ’s systematic, disciplined approach to the evaluation and improvement of the effectiveness of risk management, control and governance processes.

As the LVP manager will be acting for the budget holder on all ePC matters and will be required to deal with management issues, they must be a Crown Servant and should be at least a Band D Civil Servant.

This is a high-profile role in a corporate HQ, working in a fast-paced environment. The range of topics covered by the team is wide and varied, as are the variety of technical queries submitted to SO3 Corp Gov, therefore this post requires an individual with good knowledge of MOD policy, rules and guidance.

The successful candidate will be a self-starter who thrives on variety, a fast pace of work, is well organised, flexible, able to work autonomously and can communicate comfortably and effectively with a range of staff, from very senior military officers to junior admin staff.

With a requirement to produce policy documents, process a high volume of applications/amendments/uplifts, complete checks on a high volume of monthly transaction returns and administer a large volume of compliance checks, an eye for detail, excellent organisational skills coupled with a high standard of written and numeracy skills is essential.

Essential criteria:

• Excellent communication skills, both verbal and written.

• Strong organisational skills.

• Excellent IT skills, including word-processing, spreadsheets and O365 apps.

• Ability to prioritise, work under pressure and to meet strict deadlines.

Desirable criteria:

• Knowledge of MOD policy, across the J1 – J8 range.

• Prior knowledge of MOD procurement policies.

• Previous experience of working in an iHub.

Job description

The SO3 Corporate Governance role is responsible for assisting the team leader in promoting, maintaining, and delivering effective corporate governance across PJHQ by developing, issuing, and checking compliance with MOD policy and providing a focus for Low Value Purchasing (LVP), including electronic Purchasing Cards (ePC). They will also support HQ PJHQ in conducting monthly compliance checks on civilian claims and allowances and Defence Travel Audit.

Responsibilities

LVP Management

• Develop and disseminate PJHQ LVP policy and processes to ensure compliance with Departmental policy across the HLB. Issue Low Value Purchasing Notices (LVPNs) to cardholders in a timely manner.

• Effectively administer the ePC account within PJHQ, ensuring regularity, propriety and appropriate use of ePCs. Tasks include but are not limited to;

o Maintenance of the PJHQ ePC account via the ePC Mentors and bank.

o Processing of new ePC applications, monitoring issue & receipt of cards.

o Maintain records of all LVP transactions, including both LVP Manager’s pack and records of monthly transaction returns, with supporting documentation. Maintain archive records for a minimum period of 6 years.

o Complete an annual rolling review of all accounts to confirm ongoing requirement for cards to be held, to keep ePCs holdings to the lowest level to maintain and support outputs. Promptly terminate cards which are no longer required.

o Maintain a register of all cardholders on the account and monthly spend details of each card holder.

o Monitor monthly returns from cardholders, utilising the ‘strike system’ to manage poor performers.

o Amend card financial limits and parameters of use as required.

o Complete ePC related ICAR, ICAF and AAR return in time

Compliance Activity

• Administer the monthly mandated number of percentage checks on civilian claims, permanent/temporary allowances, and Defence Travel Record.

• Produce a monthly summary of all activity completed, including findings, recurring themes and anomalies for the Corp Gov Team Leader to review.

• Support and guide the PJHQ business for any findings, anomalies and take corrective action if required.

• Continuously explore new ideas of automation of compliance checking to reduce duplication of checking

• Liase with UKStratCom Corporate Governance team to seek guidance and clarification on any issues for timely completion of assurance.

• Manage visits by the LVP Mentors and participate with external audit/assurance teams visits where necessary, including UKStratCom. Manage implementation of recommendations made in subsequent reports.

• Support the PJHQ CGT annual programme of compliance visits across all PJHQ Business Areas.

• Any other Ad Hoc tasks as requested.

Behaviours

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

• Leadership
• Changing and Improving
• Communicating and Influencing
• Working Together
• Delivering at Pace

Benefits

Northwood HQ is a well-served site, offering a variety of facilities such as gym, nursery, salon and local shop. Transport links are good with a regular shuttle service to Moor Park tube station and space to park on site. There are several catering options and opportunities to join the Northwood Officers' Mess. As a civil servant, flexible working is encouraged and opportunities for professional and personal development are available and tailored to your role. The Permanent Joint Headquarters promotes and values a culture of inclusion and diversity within its 400 staff of military and civil service personnel. Additional benefits include a Civil Service Pension, and an annual leave allowance starting at 25 days, increasing annually thereafter.

The post attracts a Recruitment and Retention allowance (RRA) of £3000 PA (full time and pro-rata for part-time).

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.

This post does not offer any assistance with relocation allowances. External recruits who join the MOD who are new to the Civil Service will be subject to a six month probation period.

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 www.childcarechoices.gov.uk

Please note: Interview travel expenses will not be reimbursed.

Posts based in London will attract the relevant London weighting