Common Services Clerk (HR Admin Assistant), Ruislip

Canadian Forces Support Unit (Europe) – Regional Civilian Personnel Office (Europe)

Recruitment Process Number 005-UK-01-26

Are you looking to join a team of motivated Canadian Armed Forces (CAF) Administrators who always put their customers and stakeholders first? Do you want to support the CAF mission by providing professional administrative support to our serving members and their families? Do you want to work in an environment where there’s always something new to learn? If you think you have what it takes to assist CAF members relocate to and settle in UK, then we have the ideal position for you:

What you will be doing?

• Responding to employee inquiries and providing clear, professional support and guidance on administrative processes.
• Processing a variety of administrative tasks, including leave, payroll updates, and pay‑related transactions.
• Administering benefits, allowances, and all related documentation with accuracy and confidentiality.
• Maintaining organised, up‑to‑date human resource records, files, and database entries.
• Collaborating with a team that recognises that our people are the foundation to our success.

What qualities do you offer?

• Exceptional customer service skills, with an ability to communicate clearly and professionally.
• The ability to use your discretion when dealing with sensitive or confidential information.
• A collaborative mindset with the willingness to support colleagues and contribute to a positive team culture.
• An eye for detail to ensure that non-compliance issues are avoided and that quality standards are maintained.
• Adaptable to changing priorities or tasks.
• An ability to plan and organise your tasks with minimal supervision.

NON-NEGOTIABLE FACTORS HAVING AN IMPACT ON YOUR ELIGIBILITY FOR EMPLOYMENT

1.       You must be a citizen of a current NATO member country.

2.       If your country of citizenship has compulsory military service (conscription) for its citizens, you must have completed your compulsory military service (conscription) as per your country of citizenship’s legislation. If your country of citizenship does not have compulsory military service (conscription) for its citizens, this requirement is not relevant for you.

3.       You must be willing to provide the required documentation in order to obtain ‘reliability status’.

4.       You must be willing to undergo a background investigation in order to obtain a valid security clearance certificate from your own NATO country of citizenship (if required for the specific position).

5.       You must be able to obtain and maintain a criminal record check.

OPERATIONAL & ORGANISATIONAL NEEDS

1. Willingness and ability to complete mandatory education/training relevant to the position, and maintain the relevant certification throughout the duration of employment.

2.  For operational or unforeseen business reasons, employees must be willing and able to work from home if requested to do so. However, this position is office based.

3. Depending on work requirements, hour of work may vary from time to time.

THE FOLLOWING CRITERIA IS CONSIDERED ESSENTIAL*

Essential Education: 

• Successful completion of post GCSE level education and/or apprenticeship or an equivalent combination of education, training and/or experience. An equivalent combination of education/training and/or experience is defined as successful completion of GCSEs plus a minimum of two years of experience working in an office environment.

Essential Language:

• Fluent written and spoken English is essential.

Essential Experience:

• Experience providing client/customer service.
• Experience using Microsoft Office applications such as Excel, PowerPoint, Word, Outlook & Teams.
• Experience providing administrative support services in an office environment. 

*If your application does not clearly evidence how you meet the above ‘essential criteria’, it cannot be considered and will be rejected at the initial screening stage. Therefore, it is important that your CV and/or motivation letter are up-to-date and clearly evidence all the essential criteria as outlined above. 

Essential Personal Suitability: (to be assessed via written assessment and/or pre-recorded video interview at a later date)

• Client service orientation
• Discretion
• Teamwork
• Attention to detail
• Adaptability
• Ability to work independently
• Ability to plan and organise
• Ability to effectively communicate orally
• Ability to effectively communicate in writing

THE FOLLOWING ‘ASSET CRITERIA’ ARE CONSIDERED DESIRABLE**

• Experience providing HR related support.
• Experience interpreting policies and procedures.
• Experience using an electronic records management system (e.g. SharePoint or other record management/tracking system)

**Evidencing how you meet the ‘asset criteria’ is not essential but it could add further value to your application.  

ADDITIONAL INFORMATION

• Your application must include a valid email address and you must ensure that this address is functional and monitored at all times and accepts messages from unknown users (some email systems block these types of email). It is the candidates' responsibility to inform us of a change of contact information during the course of this selection process. Failure to respond in a prescribed timeframe may result in elimination from this process. 
• You may be assessed using one or more of the following tools: written assessments, interview (pre-recorded video, Microsoft Teams or in-person), reference checking, and other assessment tools.
• Your overall conduct and communications, including email correspondence and telephone calls, throughout the entire process may be used in the assessment of qualifications.
• Achieving the pass mark on any of the stages/assessments used does not guarantee you will move forward in the selection process. Management may decide to use a score that is higher than the pass mark on any of the evaluations used throughout the selection process. 
• Appointments are based on merit, which is achieved when the person appointed meets all of the the essential qualifications for the work to be performed, and consideration has been given to: 

1. 1. 1. Any additional or desirable qualifications (asset criteria) to perform the work or for the organization, currently or in the future;
      2. Any current or future operational requirements; and/or 
      3. Any current or future organisational needs.

• Costs associated with assessment, obtaining documentation to achieve reliability status or relocation will not be paid for or reimbursed by the employer (i.e. travel or any other associated costs/fees)
• Lateral (internal) transfers are possible within the organization, and these individuals will be given preference in the staffing process.
• As part of the application process, you will be expected to upload valid evidence of your indefinite entitlement to work in the United Kingdom of Great Britain & Northern Ireland. Please note that the Canadian Forces Support Unit (Europe) does not sponsor any work permits directly or indirectly.
• NATO Security Clearance:  Those selected must meet this condition (if required) on appointment and maintain it throughout their tenure in the position. Only citizens of a current NATO member country are able to obtain a NATO Security Clearance.
• The successful applicant will be obliged to take care of their own safety and health at their prospective place of work within their ability and in accordance with the instructions and orders of the employer. Furthermore, they are also obliged to take care of the safety and health of persons, who are affected by their actions or omissions at work.  They are to report any direct and considerable danger to health and safety as well as failures of the safety systems to the employer or the relevant supervisor without any undue delay.

Only applications submitted in English will be considered.

 - You are kindly asked to apply officially via the above application link only -

- Applications received via any other method will not be considered valid -