Administrative Officer (ID3225 & ID3716) - #144675

Penrith

Job Summary

The Animal and Plant Health Agency (APHA) is an executive agency of the Department for Environment, Food & Rural Affairs, and works on behalf of the Scottish Government and Welsh Government. Our diverse teams of over 3,000 skilled and committed professionals come together to provide research, advice and support to UK Government for safeguarding animal, public and plant health for benefit of the environment and economy.

APHA is a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, because it helps us be more innovative and make better decisions.

We are dedicated to being an inclusive employer, offering equitable opportunities for all individuals. Our goal is to build a diverse workforce, and we hope to attract applications from all backgrounds and underrepresented groups.

To provide support within a busy Regional Veterinary Investigation Centre, acting as key point of contact and local source of knowledge for support issues within the Centre.

To provide general administrative support within the Veterinary Investigation Centre and across the wider Surveillance and Laboratory Services Department.

Job Description

To carry out any duties, but not limited to, the following:

Administrative support

• Providing various office administrative duties to the immediate and when required wider team, including, but not limited to, the production of purchase orders, completion of zoonoses paperwork, booking in of submissions and preparing reports
• Answering telephone queries and following up enquires that cannot be immediately resolved
• Greeting customers at Reception and assisting with enquiries
• Ensuring accurate records are kept and updated accordingly
• Inputting data and information onto APHA data systems
• Ordering stationery, laboratory, and PM room consumables for local use and, when required, for the procurement team
• Take ownership for a set of defined admin procedures, as determined by line management
• Ensure actions are carried out in accordance with the procedures and within the necessary timescales
• Providing support and guidance to others (internally and externally)
• To be responsible for the receipt of samples into the centre, including opening of post and booking in samples with assistance from administrative staff as required
  
  

Quality

• Work to quality standards (ISO 17025) within the Centre
• Participate in audits and to support the Local Quality Manger
• To assist with local auditing and clearing of actions arising from audits, in liaison with the Local Quality Manager
• To assist with collation of quality information, such as complaints, audits, non-conforming work, proficiency testing results etc., for the Local Quality Manager
  
  

Safety, Health and Wellbeing

• To comply with APHA Health, Safety and Welfare policies and procedures
  
  

Outbreak Response

• Is flexible to adapt to changing situations within the office and prepared to support other parts of APHA in the event of an outbreak
  
  

To carry out any duties, but not limited to, the following:

Administrative support

• Providing various office administrative duties to the immediate and when required wider team, including, but not limited to, the production of purchase orders, completion of zoonoses paperwork, booking in of submissions and preparing reports
• Answering telephone queries and following up enquires that cannot be immediately resolved
• Greeting customers at Reception and assisting with enquiries
• Ensuring accurate records are kept and updated accordingly
• Inputting data and information onto APHA data systems
• Ordering stationery, laboratory, and PM room consumables for local use and, when required, for the procurement team
• Take ownership for a set of defined admin procedures, as determined by line management
• Ensure actions are carried out in accordance with the procedures and within the necessary timescales
• Providing support and guidance to others (internally and externally)
• To be responsible for the receipt of samples into the centre, including opening of post and booking in samples with assistance from administrative staff as required
  
  

Quality

• Work to quality standards (ISO 17025) within the Centre
• Participate in audits and to support the Local Quality Manger
• To assist with local auditing and clearing of actions arising from audits, in liaison with the Local Quality Manager
• To assist with collation of quality information, such as complaints, audits, non-conforming work, proficiency testing results etc., for the Local Quality Manager
  
  

Safety, Health and Wellbeing

• To comply with APHA Health, Safety and Welfare policies and procedures
  
  

Outbreak Response

• Is flexible to adapt to changing situations within the office and prepared to support other parts of APHA in the event of an outbreak
  
  

Person specification

You Will Need To Demonstrate The Following

• Experience of Microsoft Office
• High levels of attention to detail
• Ability to follow and apply standard procedures
• Good analytical skills
• Good written and oral communication skills
• Team working skills
  
  

Ways of Working

This post requires you to be working five days per week on site with no option for homeworking.

Work activities may change depending on the needs of the business which may involve training for additional tasks not detailed on this job description.

Staff (excluding under 18-year-olds) may be required to work rostered weekends, Bank Holidays and occasional evenings. APHA Management reserves the right to change overtime patterns to meet requirements. You may be eligible for overtime payments and where overtime is approved you will receive appropriate payment. The work of the post can be physically demanding.

Travel may occasionally be required to attend training courses and meetings. You must have a valid driving licence or be able to call upon suitable alternate means of transport.

The successful candidate will need to comply with a number of health protocols as required.

The post will also require Health clearance.

Behaviours

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

• Working Together
• Delivering at Pace
  
  

We only ask for evidence of these behaviours on your application form:

• Working Together
  
  

Alongside your salary of £25,070, Animal and Plant Health Agency contributes £7,262 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

In return for your dedication and hard work, we will support your ongoing personal development through appropriate training as inclusion, support and the development of our people matter to us. We aim to support the career and personal wellbeing of everyone in APHA. Our benefits include generous annual leave, a generous employer contributory pension, staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme, reward vouchers and in-year bonuses. We also offer additional days off if accrued extra hours (flexi-time –if accumulated), three paid volunteering days per year. We also have a social committee who run team building and fun events at the Weybridge site. Further details can be found in the Candidate Information Pack.

Everyone in APHA is supported to develop their skills and capabilities. When you join the Directorate, you will be welcomed into your new team through an induction programme that will provide you with helpful information on the civil service, our work and our policies. Your line manager will also work with you to establish your priorities for the year, developing a performance, learning and development plan tailored to you and your role.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Application Process

As part of the application process, you will be asked to complete a CV-style template, a 500-word personal statement detailing your suitability for the role, and a 250words behaviour statements(Working Together), using the Situation, Task, Action and Result (STAR) format.

Further details around what this will entail are listed on the application form.

Sift

Should a large number of applications be received, an initial sift may be conducted using the lead behaviour, Working Together. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on your skills and experience, Strengths, and Behaviours stated in the job advert.

A presentation or additional exercise may also be assessed.

Confirmation of interview dates will be given once sift results are released. Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.

Sift and interview dates to be confirmed.

Location

Please be aware that this role will be contractually based in a Defra/APHA group workplace/office. The successful candidate is required to carry out all their duties from a UK location and cannot do so from an overseas location at any time.

As part of the pre-employment process, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s).

Where the location is 'National' the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.

Successful applicants currently employed by the hiring Defra organisation for this post may choose to remain in their current contractual location or may choose to change contractual location to one of those listed above. This should be discussed and agreed prior to proceeding with pre-employment processes.

The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations.

For this role, the requirement is to work primarily on site with no homeworking option. This role will be based at APHA Penrith.

Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.

The successful candidate is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time.

Defra includes the core department, APHA, RPA, Cefas and VMD.

Full Time Only

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

Reserve List

A reserve list may be held for a period of 12 months from which further appointments can be made.

Salary

New entrants are expected to start on the minimum of the pay band.

Use Of Artificial Intelligence (AI) In Applications

The Civil Service values honesty and integrity and expects all candidates to abide by these principles. Please ensure that all examples provided in your application are taken directly from your own experience and that you describe the examples in your own words. Applications will be carefully reviewed and if evidence of plagiarism or copying examples/answers from other sources is found, your application will be withdrawn.

We understand that you might use artificial intelligence (AI) and other resources for your application; however, we also value the personal touch and urge applicants to write statements without the use of AI to emphasise their own unique experiences. Please ensure all information you provide is factually accurate, truthful, and original and doesn’t include ideas or work that isn’t your own. This is so that your application is authentically and credibly your own.

Visa Sponsorship Statement

Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

Criminal Record Check

If successful and transferring from another Government Department, a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing [email protected] stating the job reference number in the subject heading.

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

• Contact Government Recruitment Service via [email protected] as soon as possible before the closing date to discuss your needs.
• Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
  
  

Accessibility

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Internal Fraud Database Check

Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.

Childcare Vouchers

Any move to Defra from another employer will mean you can no longer access childcare vouchers. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Feedback will only be provided if you attend an interview or assessment.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Medical

Successful candidates will be expected to have a medical.

Nationality requirements

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)
• 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)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and 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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact

• Name : [email protected]
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: [email protected]

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here