Personnel Security and Vetting Administration Officer

This is an exciting time to work in the Department of Business & Trade (DBT), a department at the heart of the UK's relationship with the global economy. Our role is to promote and enable UK trade globally by supporting businesses to take advantage of the appetite for British goods and services around the world, attracting foreign companies and investment to our shores, and helping international companies collaborate with UK suppliers. DBT aims to deliver a step change in UK trade and investment. Digital services, data and technology are central to the department's ability to meet its objectives. The DBT Security Team is split into 3 main teams supporting the security strategy of DBT. The core security team deals with the day to day running of DBT but with a forward look to upcoming risks and threats to enable the ongoing support of DBT's business plan. The Trade Negotiations Security Team deals specifically with supporting the ambitious programme of trade negotiations that DBT will be rolling out. This role sits in the core security team but as a subject matter expert will be expected to support colleagues across the other two teams as well as the wider business. This role supports the Personnel Security department within the core team. The role will monitor and triage the main security email inbox and will also be responsible for triaging all emails specifically for Personnel Security. In addition, you will be expected to minute vetting meetings as required by the team and to provide admin support for the confirmation of clearances regarding pass applications and transfers in and out.

Key Responsibilities

• You will provide high quality administrative support to the department and relevant senior managers.
• Ensure that the Team mailboxes are managed appropriately and that all queries are responded to in a timely manner.
• You will support the Personnel Security Advisor in delivery of National Security Vetting, Vetting Aftercare and appeals process' and Insider Risk training sessions.
• You will support the travel briefings and approvals process working towards being able to deliver sessions independently.
• You will support building access requests by reviewing building pass requests across the department and all locations.
• You will undertake secretariat function in support of any governance process or steering groups established in support of Personnel Security, including maintaining the Personnel Security actions logs and risk register.
• Additionally support the team in the development, and management of ongoing role mapping.
• You are required to effectively communicate policies, processes, and guidance to all relevant stakeholders.
• Assuming responsibility for updates Intranet pages, policies, and processes.
• The team must record and manage security incidents and trends to contribute to the effective planning, delivery of other projects and administrative tasks, as necessary.
• You must continually explore and undertake personal and professional development opportunities. And understand that this is not an exhaustive list.

Additional Responsibilities

• Action new clearance requests including any transfers and shares in a timely manner, from receipt.
• Cover email inbox - Monitor the inbox by answering queries from staff and security teams across government.
• Confirm clearances with other government vetting teams.
• Draft and send emails and confirmation of security clearances maintaining consistency.
• Authorise access remotely to staff who require immediate access to secure areas within the building and to visitors requiring day access and assist in the printing of passes as required.
• Check and evaluate clearance applications in, out and pending on a weekly basis.
• Liaise with other departments and teams to conduct further enquiries on Security queries.
• You will be required to deliver at pace, while multitasking and balancing several competing tasks and deadlines
• You will be required to communicate with pace and professionalism with all levels of seniority and officials across the department
• You will be expected to be able to identify messages which are business critical and understand how to elevate accordingly.
• Actioning Vetting requests - new clearance requests, transfers and shares as required.
• Maintain security database, registering any changes to staff clearances - Data entry of staff clearances ensuring accurate information (including clear case notes) is entered and updated on the security database.
• Provide People Data Updates - you will be able to sanitise vetting information and update other teams with limited need to know data.
• Professionalism - this role will be a part of the HMG security profession, and you will need to continually refresh and develop professional skills, maintaining a current understanding of the latest thinking in security.
• Ad-hoc tasks - This is not an exhaustive list. As part of this role, you will be asked to help with a range of projects across the security team.

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