INM EXECUTIVE ASSISTANT

Task requirements

Details of Organisation/Business Directorate

The INM is the Royal Navy’s centre of excellence delivering occupational health, specialised training & research.
INM’s purpose is to optimise the operational capability of globally deployed forces through specialised occupational and environmental medicine & science, mitigating risk and improving health.

Alignment to Defence Tasks

Provide the Nuclear Deterrent (CASD and Nuclear Enterprise).

Conduct capacity building with partners, allies and multinational organisations in support of UK strategy.

Conduct and encourage innovative research and development (R&D) to enable the UK to gain operational advantage and access to allies R&D.

Maximise Defence contribution to the wider economy including employment and skills.

Maximise Defence contribution to inward investment.

Contribute to the Fabric of the Nation, including the Union.

Direct the Defence Enterprise and generate, sustain and enable the Force.

PURPOSES

Primary Purpose:

The EA is responsible to the Executive Officer (XO) for the maintenance of military ethos, discipline, welfare and effective interaction of all INM personnel. This includes the co-ordination of key outputs relevant to INM’s functioning as a military establishment and deputising in the XO’s absence.

Secondary Purposes:

•        Act as the AESyO responsible to the XO for ensuring Unit security is of the highest standard and the personal security of all INM personnel.
•        Coordinate the Service administration of INM including its ethos and its functioning as a Royal Naval Establishment

TASKS

 The post holder is to carry out the following tasks:

 General

• Deputise for the XO in times of absence.
• Maintain oversight of joiners and leavers; ensure that civilian and Service personnel joining INM are briefed on INM’s Security Standing Orders, local instructions and the current perceived threat.
• Act as the Line Manager for one Leading Hand.
• Coordinate and maintain the SLA with HMS SULTAN, ensuring that INM is supported as agreed, including provision of accommodation for Staff and students.
• Initial point of contact between INM, MOD civilian, AWE, MGS and other military Units.
• Be the Assistant Divisional Champion, including to MOD Civilians.
• Undertake any other tasks as directed by the XO.

 Security

• Produce and maintain INM’s Security Risk Register.
• Ensure INM’s Duty Staff Officers (DSO) (including yourself) are suitably trained for their role and a suitable effective DSO rota is kept.
• Ensure, as AESyO, the security of INM is maintained to the standard required of MOD regulations and commensurate with the perceived risk.
• Prepare and maintain Unit Security Standing Orders and ensure they are well promulgated, understood and observed.
• Ensure monthly spot checks and musters are carried out ensuring that any discrepancies are reported to the Establishment Security Officer (ESyO) for action accordingly.
• React to threat assessments obtained from NAVY-PSyA on the threat to Unit security.
• Maintain control of all security keys and combination lock settings. Ensure rotation of security keys and combination lock settings and security cabinet combinations are changed as required by regulations.
• Maintain necessary security records ensuring that INM’s Security log is up to date.
• Review and update INM Emergency Bridge Cards annually or sooner if required.

 Risk

•  Act as INM Assistant Risk Manager.
• Liaise with Departmental Risk Managers to ensure INM’s Risk Register is maintained.

 Visits

• Manage VIP visits to INM and organise all other visits/ meetings/ symposia by other Departments (internal and external) ensuring deconfliction.
• Act as Liaison Officer for other visits/ collaboration (including other foreign military).
• Coordinate military liaison activities.

 ESTABLISHMENT DUTIES

The post holder will carry out the following Establishment Duties:

• Act as the SCIO Administrator.
• Correlate, staff, publish and distribute INM Standing Orders and INM Temporary Memoranda.  Supervise the issuing and amendment of policy documentation.
• Participate in INM’s DSO duties rota conducting out of hours response and recall via the duty mobile.
• Act as the Assistant Incident Officer responding to any incident during working hours.

Essential competencies

Must be an OR7 of MA specialisation. OR6 applicants with a recommend for the next higher rank in their most recent SJAR may be considered. 

*OR8 applicants, if successful, will only be paid as and normally wear the rank of OR7.

Must be serving as a member of the Reserve Forces or have served with the Regular Forces.

Selection Process

Applicants will undergo an initial eligibility sift. Successful applicants will have their details forwarded to the Post Sponsor to arrange interviews. Unsuccessful applicants will be advised accordingly.

Following interviews; the successful applicant will be informed that they are the Preferred Candidate with details being sent to the CM RES FTRS Cell who will continue the recruitment process. Unsuccessful applicants will be advised accordingly.

Once the recruitment process is complete then the Preferred Candidate will be invited to take up FTRS.

The start date is the anticipated one however, applicants should be aware a number of factors will potentially impact on this including the completion of pre-employment checks, medical category confirmation and the award of a Security Clearance. The start date could therefore be adjusted as appropriate – earlier for a fully qualified person with their and the employers agreement, or later if approvals cannot be immediately completed.

Additional information

INITIAL COMMITMENT LENGTH WILL NORMALLY BE 24 MONTHS WITH THE POTENTIAL TO EXTEND

The start date will be ASAP

Eligibility for FTRS/ADC

Any member of the Maritime Part Time Volunteer Reserves (RNR, RMR) or the Royal Fleet Reserves (RFR) (Ex-Regular Reserve) may volunteer to undertake a period of FTRS/ADC. Ex-Regular personnel whose RFR liability has run out will be re-instated in the RFR to take up FTRS/ADC.

Applicants undertaking a period of FTRS/ADC must be suitably qualified by rank/rate, specialisation, qualifications and experience to fill the posts for which they apply.

Applications will be accepted from reservists who hold a rank/rate one or more above the advertised rank/rate or hold a rank/rate one below the advertised rank/rate.  

• Applicants one rate below may be interviewed at the discretion of the FTRS Cell/Line Manager and may be employed in the acting higher rate (excluding the advertised rate of WO2 or WO1) if they are suitable, qualified, meet current promotion regulations in all respects and are selected to do so. Otherwise, they will be given the opportunity to carry out the role in their substantive rank/rate; the payment of Substitution Pay (SUPA) may be considered by the employer.
• Applicants of a higher rank/rate prepared to serve in a position at a lower rank/rate than their current or former substantive rank will wear uniform, and be paid, at the Upper Rank/Rate’ level appropriate to that of the position on JPA. Exceptions will not normally be considered.

Ex-Regular Reserves of an equivalent rank from the Army or Royal Air Force are required to join the Maritime Reserves (RNR/RMR) before being eligible to apply.

Applications from those above normal FTRS/ADC retirement age (60) will be considered by exception.

Medical/Dental

Applicants must also be medically fit, and meet the minimum medical category required for the level of commitment, to fulfil the duties which their Commitment will require them to undertake.

• A medical form to confirm MedCat and suitability to be employed is required to be returned within 2 weeks of commencing the role, or the commitment may be revoked.

Personnel who have been discharged via the RN Medical Board of Survey (MOBS) or the RN Medical Employability Board (MEB), do not have a RFR liability and are therefore unable to be considered for any FTRS/ADC/VERR role.

Only personnel on FTRS(FC) commitments will be entitled to the full range of Service Medical and Dental support. Those on lower levels will be entitled to emergency medical support whilst on duty.

Pension Issues. 

Personnel who qualify for a service pension should take financial advice from Defence Business Services (DBS) Reserves/Re-employment Pensions Department on the effect that undertaking FTRS service has on their pension, EDP, Resettlement Grant or Terminal Benefits.

Additional guidance can also be found at https://www.gov.uk/guidance/pensions-and-compensation-for-veterans. Of particular note is reference to the ‘Effect of Re-employment’ on Commutation and, for those leaving on a ‘preserved’ pension, the Resettlement Grant. Other organisations such as the Armed Forces Pension Society or the White Ensign Association may also be able to offer advice, but it is stressed that only DBS can provide an authoritative answer.

Transition between TCoS. 

Personnel taking this appointment from other TCoS should consider the impact on any accrued entitlements, such as leave, resettlement etc and should seek specialist guidance where required as certain entitlements are TCoS specific and may not be retained or transferred on transition between TCoS. 

Naval Core Training (NCT), Individual Training Requirement (IRT) and Defence Mandated Training (DMT)

 Personnel on FTRS commitments are required to maintain currency in NCT, IRT and MDT in alignment with the rest of the RN/RM. The successful applicant will be expected to complete all modules and have them recorded on JPA within 2 months of commencing employment. This is an employer’s responsibility to monitor. 

• RNFT

Personnel on FTRS Limited/Home/ADC/VERRs commitments are exempt the RNFT, unless they are a member of the RNR/RMR who should remain in date.

 Annual Salary and Leave. 

Pay will be in accordance with the pay scales published for the Armed Forces annually, and as governed by JSP 754.  Leave entitlement is detailed in JSP 760. Note, you are not able to carry forward leave from a Regular commission/engagement when commencing an FTRS Commitment or from one FTRS Commitment role to another FTRS Commitment role.

Allowances.

Entitlement to allowances is in accordance with JSP 754 however the following should be noted:

Get you Home (Travel)                  Only paid to qualifying personnel on FTRS(FC)

Home Duty Travel                          Only paid to qualifying personnel on FTRS(FC)

Accommodation.

Personnel serving on FTRS(FC) TCoS are entitled to Single Living Accommodation (SLA) and Service Families Accommodation (SFA) as per Regular entitlements. 

Personnel serving on FTRS(LC/HC)/ADC TCoS are only eligible to occupy surplus Single Living Accommodation (SLA), at non-entitled rates.

Personnel serving on VeRR TCoS are not entitled to service accommodation.

Applications for this job are to be submitted via SERVE please click the APPLY button below.

Terms of reference

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