Pass Office Clerk
Vacancy Campaign Number: HR/26/101
Location: Ayios Nikolaos
Employment Type: Permanent, Part-Time, Job Share
Grade: Local Administrative Assistant – LAA
Working Hours
The position operates on a job-share arrangement:
- 30 hours during the working week
- Week-on, week-off schedule
- Equivalent to an average of 15 hours per week
Salary
€6,939.72 per annum, plus Cost-of-Living Allowance – COLA.
Eligibility
This vacancy is open to UK Family Members who hold a valid Status Stamp permitting employment.
Applicants who have not yet received their Status Stamp should contact the Resource Team.
The vacancy is being advertised internally and externally at the same time. No priority will be given to internal candidates.
Nationality restrictions may apply to this position.
Applications from individuals who have reached or passed the BFC/SBAA normal retirement age of 65 will not be accepted.
About the Role
The Pass Office Clerk will process security questionnaires and issue permanent and temporary passes to personnel requiring access to the station.
The successful candidate will also process applications for official and holiday visits, vehicle passes and other access documentation.
The position reports to the Unit Security Officer.
Main Duties and Responsibilities
- Process security questionnaires for contractors.
- Review, collate and process security documentation.
- Process applications relating to holiday visits and official visits.
- Enter and process visit applications using the SYSIS system.
- Issue permanent and temporary access passes.
- Ensure that all relevant security policies and procedures are followed when issuing passes.
- Issue permanent passes to:
- UK-based civilians
- UK Family Members
- Cypriot nationals
- Contractors
- Process vehicle passes for:
- Service personnel
- Civil servants
- Contractors
- Visitors
- Locally employed civilians
- Process and file easy-access lists.
- Maintain accurate electronic and paper records.
- Carry out the general administration of the Pass Office.
- Provide information and assistance to personnel, contractors and visitors.
- Carry out other reasonable duties assigned by the Line Manager.
- Comply with British Forces Cyprus Equal Opportunities and Health and Safety policies.
Indicative Division of Duties
- Processing contractor security questionnaires: 50%
- Processing holiday and official-visit applications through SYSIS: 20%
- Issuing permanent passes: 10%
- Processing and filing easy-access lists: 10%
- General Pass Office administration: 10%
Essential Requirements
Candidates must:
- Be eligible to undergo and successfully obtain Security Check Clearance.
- Have lived in the United Kingdom during the previous five years for a sustained period, as required for Security Check eligibility.
- Provide a clean criminal record certificate and a sex offenders certificate issued by the Republic of Cyprus, where required.
- Have a good working knowledge of office-based information technology.
- Have experience using software applications.
- Be able to use:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Be familiar with electronic filing practices.
- Be able to communicate effectively in English, both verbally and in writing.
- Provide suitable professional references.
- Be prepared to drive an authorised Ministry of Defence vehicle.
- Be prepared to obtain or maintain the required FMT600 driving authorisation.
- Be willing to attend meetings across the Western and Eastern Sovereign Base Areas and, occasionally, within the Republic of Cyprus.
No specific desirable criteria are stated in the official vacancy.
Required Competencies
Applicants must provide evidence demonstrating the following competencies:
- Communicating and Influencing
- Analysing and Using Evidence
- Managing Customers and Suppliers
- Planning and Managing Resources to Deliver Business Results
Applications that do not include evidence for all required competencies may be excluded from the recruitment process.
How to Apply
External candidates must complete the relevant application form for external applicants.
Current employees must complete the internal employee application form.
Applicants must provide evidence showing how they meet each of the required competencies.
Applications must be submitted electronically as email attachments in their original Microsoft Word document format.
The following formats will not be accepted:
- PDF files
- JPEG or bitmap images
- OneDrive links
- Hard-copy applications
- Other file formats
Completed applications should be emailed to:
BFC-SBAA-Recruitment-GpMailbox@mod.gov.uk
Applicants must ensure that the application form is completed correctly and that all relevant information is included. Incomplete applications may be excluded.
Closing Date
Sunday, 12 July 2026 at midnight, Cyprus local time
Contact Information
For further information about the position, contact:
Capt Richard Clark
Telephone: +357 23 957715
For information about the recruitment process or assistance with the application, contact:
Mr Demetris Symeou
Telephone: +357 25 963210
Operating hours:
- Monday to Thursday: 08:00–14:00
- Friday: 08:00–12:00
