File Processing and Preparation Administrator

2 weeks ago


Alnwick, United Kingdom Department for Environment, Food and Rural Affairs Full time

**Details**:
**Reference number**:

- 275051**Salary**:

- £22,150 - £22,150- National £22,150 + Industry leading pension + Benefits**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Business area**:

- DEFRA - COO - Digital, Data & Technology Services**Type of role**:

- Digital
- Information Technology**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

LocationAbout the job

**Job summary**:
Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food & farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Digital, Data and Technology Services (DDTS) is the trusted team for digital across the entire Defra Group.

We have around 1,200 colleagues across DDTS and our ambition is to make it easier and faster than ever for people to interact with Defra. If you are ready to drive innovation and push boundaries, we want to hear from you. Join us and together we will create a great place for living, and a green and healthy future for all.

**Find out more about us on**:
Defra Digital Blog

LinkedIn

DefraJobs

**Job description**:
As a Ministerial department Defra is statutorily required by the Public Records Act to have in place a systematic approach to managing its records, and for appraising, identifying and transferring historical public records to The National Archives (TNA) for permanent preservation in line with the 20 Year Rule. As part of Defra’s Data and Information Lifecycle function, the Information Appraisal team is looking for a File Processing and Preparation Administrator to join the team based at their Lion House office, in Alnwick NE66 2PF.

Please be aware that manual handling - movement of boxes and files and trolleys - and working at height are key parts of the role.

**Person specification**:
**Responsibilities**
- Receiving files ordered from commercial storage by the Appraisal team. Transferring these files to the appropriate area of the site at Alnwick. Maintaining an accurate audit trail of their status - preservation, immediate destruction or destruction at a later date.
- Preparing selected files according to TNA’s published standards. Arranging their transfer to TNA’s site at Kew.
- Managing the intake of files from across Defra. Updating storage supplier’s database to enable their swift retrieval when required by the Appraisal team.
- Assisting with ongoing projects to reduce the number of files and boxes Defra holds.
- Reviewing stock levels of office and specialist supplies and (re)ordering when necessary.

**Skills and Experience**
- Clear, accurate record keeping skills.
- Experience of effectively communicating with team members and customers.
- Use of Microsoft O365 products, in particular SharePoint Online.
- Experience of working in a file storage environment.
- Experience of manual handling but not necessary as training will be provided.

**Selection Process**

The Civil Service marks each element of the selection process on a merit basis. Ensure you have tailored your CV and Personal Statement to the Person Specification section of the job advert above by providing examples on how you are suitable for the role using the STAR method. Visit the gov.uk website for further information on Success Profiles and the Civil Service rating scale.
- A CV
- A 500-word Personal Statement: Referring to the 'Responsibilities and Skills and Experience' sections of the job advert, please demonstrate how you are suitable for the role by providing relevant examples.

**Sift**

Sift will begin shortly after the advert closes.

**Interview**

If successful at sift stage, you will be invited to interview where you will be assessed on the Behaviours and Technical Skills listed below.

The following Behaviours will be assessed at interview:

- Managing a Quality Service
- Working Together
- Changing and Improving

The following Technical skills will be assessed at interview:

- Knowledge and Information Management - handling information correctly

Interviews will be held at Lion House office, in Alnwick NE66 2PF. The full details will be provided later in the process.

For further information on Success Profiles, visit the links below and watch the videos.

**Behaviours**

**Experience**

**Technical**

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

- Managing a Quality Service
- Working Together
- Changing and Improving

**Technical skills**:
We'll assess you against these technical skills during the selection process:

- Knowledge and Information Management - handling information correctly

**Benefits**:
The Institute for Fiscal Studies recently said that “the biggest difference between


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