Administrative Officer

PenrithJob SummaryThe 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.You will 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.You will provide general administrative support within the Veterinary Investigation Centre and across the wider Surveillance and Laboratory Services Department.You Will Also Be Required ToWork to Agency safety and quality standards.Provide support and undertake duties on behalf of local Quality and Safety managers.Job DescriptionTo 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 WellbeingTo 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.Work activities may change depending on the needs of the business which may involve training for additional tasks not detailed on this 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 WellbeingTo 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.Work activities may change depending on the needs of the business which may involve training for additional tasks not detailed on this job description.Person specificationYou Will Need To Demonstrate The FollowingExperience of Microsoft OfficeHigh levels of attention to detailAbility to follow and apply standard proceduresGood analytical skillsGood written and oral communication skillsTeam working skillsWays of WorkingStaff 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. The successful candidate will need to comply with a number of health protocols as required.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.BehavioursWe'll assess you against these behaviours during the selection process:Working TogetherDelivering at PaceWe only ask for evidence of these behaviours on your application form:Working TogetherAlongside your salary of £26,025, Animal and Plant Health Agency contributes £7,539 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 detailsThis vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.Application ProcessYou will be required to complete the following as part of your application:A CV-style application submitted through an online tool accessed through the Civil Service Jobs website. This should include your job history and qualifications.A 500-words Personal Statement of how you match the details in the Personal Specification – the written evidence you provide must relate to your own experiences. We encourage you to use the full word allowance of the Personal Statement but not to exceed it.A 250-word Behaviour Statement for the following Behaviour: Working Together. Please use the STAR technique (Situation Task, Action, Result) to provide evidence of the Behaviours in your application.Further details around what this will entail are listed on the application form.Scoring for all criteria of the application is from 1 to 7 – A score of 4 and above will progress to interview unless there is a large number of applications. In this instance, an initial sift will be conducted using the lead Behaviour, Working Together. The panel may agree a benchmark score higher than 4 with a rationale for the decision. Any candidates applying under the Disability Confident Scheme who scores 4 or above on all of the criteria will be offered an interview.For further guidance and information on how to construct your application (CV style application, Personal Statement and Behaviours), you are encouraged to visit the Civil Service Careers website. How to write your CV , Civil Service CareersInterviewIf successful at application stage, you will be invited to interview where you will be assessed onExperience as detailed in the Person Specification section - Success Profiles: Experience - GOV.UK Behaviours (Working Together and Delivering at Pace). The Behaviour criteria outlined in the Success Profiles: Civil Service behaviours - GOV.UK framework for AO positions. Please use the STAR technique (Situation Task, Action, Result) to provide evidence of the Behaviours in your interview.Strength based questions related to the role requirements, following the Success Profiles: Strengths - GOV.UK framework. There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.Your interview will conducted face-to-face at APHA Penrith.Feedback will only be provided if you attend an interview or assessment.Sift and interview dates to be confirmed.Further InformationArtificial IntelligenceArtificial Intelligence can be a useful tool to support your application. However, all examples and statements provided must be truthful, factually accurate, and based on your own personal experience. Submitting content that has been generated by AI or copied from others and presented as your own may be considered plagiarism. Applications found to contain such content may be withdrawn, and internal candidates may be subject to disciplinary action. Please refer to our candidate guidance for more information on appropriate and inappropriate use.After the interview Once all the interviews have been conducted, candidates will be notified of the outcome by email. If you are successful at the interview stage, we will be in touch to offer you a role. Offers will be made in merit order.LocationAs part of the pre-employment process for this post, 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)Please be aware that this role(s) will be contractually based in a Defra group workplace/office. The successful candidate is required to carry out all their duties from a UK location (excluding Northern Ireland) and cannot do so from an overseas location at any time.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.This post requires you to be working on site five days per week or less if job-share.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.Defra includes the core department, APHA, RPA, Cefas and VMD.Working PatternThis 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. We may consider two part-time staff on a job share basis if continuity can be arranged.SalaryNew entrants are expected to start on the minimum of the Pay Band.Reserve ListA reserve list may be held for a period of 12 months from which further appointments can be made.Visa Sponsorship StatementPlease 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.Childcare VouchersAny move to DEFRA 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; for further information visit the Childcare Choices website.Reasonable AdjustmentIf 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 defrarecruitment.grs@cabinetoffice.gov.uk 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.AccessibilityIf you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.Criminal Record CheckIf 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 Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.Internal Fraud Database CheckApplicants 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.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.SecuritySuccessful 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.MedicalSuccessful candidates will be expected to have a medical.Nationality requirementsThis Job Is Broadly Open To The Following GroupsUK nationalsnationals of the Republic of Irelandnationals of Commonwealth countries who have the right to work in the UKnationals 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 2020Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil ServiceFurther information on nationality requirements (opens in a new window)Working for the Civil ServiceThe 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 InclusionThe 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 applicantsJob ContactName : Science Directorate Recruitment TeamEmail : Science.DirectorateHR@apha.gov.ukRecruitment teamEmail : defrarecruitment.grs@cabinetoffice.gov.ukFurther informationIf 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: defrarecruitment.grs@cabinetoffice.gov.ukIf you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here