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General Information

Salary
£29,303 - £31,061
Working Pattern
Full Time
Vacancy Approach
External
Location
Burton-upon-Trent
Region
West Midlands
Closing Date
12-Aug-2026
Post Type
Permanent
Civil Service Grade
EO
Number of jobs available
1
Reserve List
12 Months
Job ID
20545

Descriptions & requirements

Job description
Job Title: Executive Officer– Fleet Engineering

Job Grade: EO

Job Location: Burton on Trent, Staffordshire.  DE14 3EG

Contract Type: Permanent 

Business Area: Ministry of Justice Commercial 

Working pattern: Full-time

Number of Posts: 1

Please note this role requires full time attendance on site.  Therefore, is not suitable for hybrid or remote working.

The address is:  National Distribution Centre, Branston, Burton on Trent. DE14 3EG

The National Distribution Centre (NDC)

The Ministry of Justice Supply and Logistics area is made up of three core business areas and sits within Commercial. 

Fleet Engineering Services (FES) 
The provision of first line servicing for the National Distribution Centre (NDC) fleet of heavy and light commercial vehicles, the workshop also provides support to the wider MoJ fleet.

The team designs, develops and carries out vehicle conversions for HMPPS tactical units based on their requirements. They are also responsible for managing all vehicles as they enter and leave the fleet.

Before a vehicle is disposed of, the team carries out inspections and removes any sensitive equipment. They also inspect vehicles returned to Branston to decide if they can be reused instead of issuing a new one.  If a vehicle can be reused, the team assesses its condition, identifies and costs any parts needed, and once agreed with the unit carries out repairs to ensure the vehicle is safe, roadworthy and meets legal standards.

National Distribution Centre (NDC) 

Manages the collection, storage and delivery of goods. These include manufactured items, raw materials, prisoner property, mattresses, footwear, and a small amount of document storage. The site also supports other MoJ activities when needed.

The warehouse is a modern 135,000 sq. ft. facility with high storage capacity. It can hold up to 16,500 pallets in both wide and narrow aisles, along with around 6,000 sq. ft. of office space.
The NDC operates its own fleet of 22 vehicles, providing around 500 scheduled deliveries each month. Deliveries are made across the prison estate nationwide, operating five days a week on a single shift, with overnight stays when required.

Transport Unit 

Provides transport management services for the Ministry of Justice. It also manages a specialist vehicle workshop in Branston, supported by engineering and administrative staff.  The unit’s main responsibilities include developing transport policies, providing technical advice, and managing both Crown Indemnity Insurance and commercial insurance requirements.

Role Summary

Please note:  This is full time role, on site role and is not available as hybrid or remote working.

The contracted hours will be: 
  • Monday to Thursday: 0800hrs to 1600hrs 
  • Friday: 0800hrs to 1530hrs
The Executive Officer  will be working with and supporting the Fleet Engineering Team which supports the department by delivering some of the core business functions, (including, governance, finance, commercial, property, human resources, security, and project delivery), essential services that our organisation relies upon to function. The postholder will report into the Workshop Manager

The job holder will require a good knowledge/skills base to carry out the duties and responsibilities of the post and will be required to undertake specific training in these work areas.  Full training/guidance will be given on all duties as necessary.

Key Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

Service Delivery
  • Coordinate the day-to-day operation of the Fleet Engineering Services reception function, ensuring a professional and efficient service is provided to customers, visitors, contractors and stakeholders.
  • Prioritise and manage competing workloads to meet operational deadlines and service delivery requirements.
  • Provide operational support to Fleet Engineering Services, maintaining accurate records, reports, schedules and management information.
  • Manage the Fleet Engineering Services functional mailbox, responding to enquiries, allocating actions and escalating issues where appropriate.
  • Coordinate vehicle collection and delivery bookings, ensuring effective scheduling and communication with customers and operational teams.
  • Oversee the issue and return of fleet keys, ensuring all documentation is accurately completed and audit requirements are met.
  • Maintain and update the Fleet Key2 system, ensuring vehicle allocations and fleet records remain accurate and current.
  • Monitor the movement of vehicles through the workshop, maintaining accurate records and identifying any discrepancies or delays for resolution.
  • Liaise with Workshop staff and customers to coordinate reactive and planned maintenance activity, ensuring stakeholders are kept informed of vehicle availability and emerging issues.
  • Utilise the Workshop Management System to oversee vehicle records, monitor job progress, validate cost information and support the production of management reports and job documentation.
Finance & Procurement
  • Manage procurement activities using SOP, including raising requisitions, processing purchase orders, receipting goods and supporting the payment of invoices in accordance with financial controls.
  • Coordinate the ordering and management of stock, including stationery, PPE, workwear and workshop consumables, ensuring availability while achieving value for money.
  • Monitor stock levels and procurement expenditure, identifying trends and taking action to minimise costs and prevent stock shortages.
  • Ensure all procurement activity complies with MoJ financial procedures, procurement regulations and mandatory contracts.
  • Monitor financial transactions and procurement records for accuracy, resolving discrepancies and escalating issues where required.
  • Maintain effective audit trails by ensuring all purchase orders, invoices, delivery notes and related documentation are completed, stored and retained in line with policy requirements.
  • Produce procurement and expenditure information to support budget monitoring and management decision-making.
Health, Safety and Welfare
  • Support the Workshop Manager in creating a safe working environment for staff, visitors, and contractors by adhering to Health and Safety legislation, ensuring Safe Systems of Work (SSOW) and Risk Assessments (RA) are followed, and by reporting any incidents to the Workshop Manager.
  • Coordinate the maintenance and replenishment of first aid supplies across Fleet Engineering Services, ensuring records are maintained and equipment remains fit for purpose.
Continuous Improvement
  • Identify opportunities to improve administrative processes and contribute to the continuous improvement of the department and/or area

The duties listed are not exhaustive. The job holder should be willing to take on reasonable changes and additional tasks of a similar level when needed. Training will be provided where required.

Essential Criteria
  • Intermediate level of Microsoft Office programs – outlook, word and excel
  • Highly organised with a focus on supporting the delivery of varying workloads to deadline.
  • Team Player will need to build working relationships with colleagues of all grades.
  • Confidence to highlight potential conflicting issues/priorities.
  • Able to work on own initiative 

Desirable Criteria
  • Knowledge of Microsoft SharePoint
  • Knowledge of Workshop computer systems e.g. Jamma key2, Workshop Manager CFC Solutions 
Training will be provided in these areas.

Application Stage

An initial sift will be performed against the following elements and will be assessed against the Civil Service success profiles framework:

Experience
  • CV
  • Statement of Suitability (250 words): This should be based around the key responsibilities and essential criteria
Behaviours
  • Working Together
  • Making Effective Decisions
If shortlisted, you will be invited to an interview and will be assessed on the selected success profile elements at the interview stage. 

Interview stage

The interviews will be held at National Distribution Centre, Burton Road, Branston. DE14 3EG.  The site is shared with B&Q distribution. As you turn on to the site Fleet Engineering is the first building on the left-hand side. Follow the directions to reception where you will be asked to sign in.

Behaviours

We will assess your application on the following behaviours
  • Managing a Quality Service
  • Delivering at Pace
Strengths maybe assessed at the interview, and these are not shared in advance. 

To learn more about the Civil Service success profiles framework and how they are assessed please click here.

Use the STAR method to structure your examples:

  • Situation: Briefly describe the context.
  • Task: Explain what you needed to achieve.
  • Action: Focus on what you did, how you did it, and why (use “I”).
  • Result: Share the outcome, including impact, results, and any lessons learned.

Keep Situation and Task concise and focus on Actions and Results.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale.  This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). 

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

  • UK nationals
  • nationals of the Republic of Ireland
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
  • nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
  • individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
  • Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 20545

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 20545

Application form stage assessments

Behaviours
Behaviours Application Form Question Word Limit
250
Working Together
Making Effective Decisions
Experience
We will assess your experience for this role via the following methods
CV or Work History, Statement of Suitability
Statement of Suitability
Guidance for the Statement of Suitability
To be based around the key responsibilities and essential criteria
Evidence of Experience
CV or Work History, Statement of Suitability

Interview stage assessments

Interview Dates
TBC - Early September
Behaviours
Managing a Quality Service
Delivering at Pace
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
Baseline Personnal Security Standard (BPSS)

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on appropriate and inappropriate use.