Navy Command - Whitefleet Administrator

Job summary

At Navy Command, we lead, support, and sustain the Royal Navy across every theatre of operations. We coordinate the people, platforms, and missions that keep the Fleet ready for today’s challenges and tomorrow’s opportunities. Together, we uphold centuries of naval tradition while driving innovation that ensures the Royal Navy’s readiness to protect our nation and secure our future.

As the authority for the Royal Navy’s nuclear submarine capability, the Submarine Directorate oversees one of the most complex and critical elements of UK defence. Covering everything from in‑service management to long‑term fleet modernisation, the directorate ensures the Submarine Flotilla remains safe, reliable, and ready to meet national security requirements.

You'll be based at HMNB Clyde, home to the UK Submarine Service. It sustains the nation’s continuous at-sea deterrent and supports the Royal Navy’s fleet of nuclear-powered submarines. As a centre of excellence for submarine operations, Clyde plays a critical role in national security and global stability.

Job description

Ready to play a vital role in keeping HMNB Clyde’s fleet moving smoothly and efficiently? We’re looking for a proactive and organised individual to provide essential support across White Fleet and Defence Mechanical Handling Equipment (Yellow Fleet) transport operations. As a key link between end users, contractors, and management teams, you’ll ensure that fleet vehicles and machinery are available, well-maintained, and compliant with MOD policies—helping to keep operational capabilities at their best. If you thrive in a fast-paced environment and enjoy coordinating complex logistics, this is the perfect opportunity to make a real impact!

What you will do:

• Serve as one of the primary contacts for White Fleet (WF) and Yellow Fleet (YF) transport assets at Clyde and various outstations across Scotland, overseeing day-to-day matters related to their management and operations.
• Responsible for issuing maintenance events to WF users via email, ensuring timely reminders for scheduled maintenance events, and conducting assessments to verify asset suitability upon return.
• Collaborate with stakeholders to validate new requests for White Fleet/ Yellow Fleet assets, ensuring compliance with Phoenix WF & DMHE Contract Security Operating Procedures and JSP 800, and confirming alignment with end-user specifications.
• Manage a comprehensive defect/repair process for assets, meticulously recording all White Fleet incidents, expediting necessary actions, and maintaining essential paperwork for efficient asset management.
• Facilitate the administration and processing of vehicle collection/delivery, coordinating with end users and Contractors as necessary to streamline transport operations.
• Coordinate the timely submission of visitor notification security documentation for ad hoc MOD & Contractor visits, ensuring adherence to Security instructions and protocols.
• Monitor daily tracker reports to identify disconnected trackers, conduct investigations into the root causes, and arrange prompt reconnection to maintain operational efficiency.
• Assist the Neptune Compliance Manager with the delivery of White Fleet compliance and assurance activities, ensuring ongoing regulatory compliance.
• Conduct regular compliance checks on all Yellow Fleet assets, including monthly documentation reviews to ensure compliance with JSP 800 and local policies, escalating any non-compliance issues for resolution.
• Record and report defects for all Yellow Fleet assets, raising them through the appropriate applications, while also monitoring Yellow Fleet assets and recording utilisation/mileage data monthly via the Mitre Portal.
• Assist with queries and uploads of MyDrive accounts, monitor Campbell for outdated licences/competences.
• Maintain the FMT1000's and SON's submissions to ensure asset suitability
• Order consumables through the Phoenix Contract

Person specification

To be successful with your application, you'll need to show that you meet the following essential criteria:

• Competent IT user with experience using Microsoft Office applications.
• Strong organisational skills with the ability to manage multiple administrative tasks.
• Ability to monitor and investigate operational and emergent issues.
• Experience maintaining accurate records and producing reports using electronic systems and spreadsheets.
• Strong attention to detail and accuracy in record-keeping, documentation, and reporting.
• Good communication skills to respond to queries, liaise with stakeholders, and provide support to Authorised Demanding Officer and Compliance Manager.

Behaviours

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

• Managing a Quality Service
• Communicating and Influencing
• Seeing the Big Picture

Benefits

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service
• Market-leading employer pension contribution of 28.97%
• Personal & professional development
• Alternative working patterns for many roles
• Access to a confidential, professional support service
• Discount schemes
• Bicycle / season-ticket loans
• Enhanced maternity, paternity, and adoption leave
• Special paid leave to volunteer (up to 6 days a year)
• Assisted travel scheme

In Navy Command we believe that everyone has the potential to make a difference and you’ll be supported through your learning journey and your career. This can include working towards membership of a professional body and/or undertaking an apprenticeship as part of your role.

You’ll have access to a variety of qualifications pathways ranging from GCSE/A-Level equivalent all the way up to master’s degree, depending on your role, your previous skills and your experience. Some qualifications even include “on-the-job” training which means minimal disruption to your working day but maximum impact

This position is advertised at 37 hours per week.

The post does not offer relocation expenses. External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

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 https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted any