Administration Officer

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

- 286425**Salary**:

- £22,150**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support
- Operational Delivery**Working pattern**:

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

- 4Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Ayr, Galashiels, Inverness, Inverurie, PerthAbout the job

**Job summary**:
We have an exciting opportunity to join our Customer Delivery Team (Scotland) as an Administrative Officer.

We are looking for enthusiastic and motivated individuals with a commitment to learn and develop. You will have a positive approach, be detail focused and enjoy the challenge of working at pace with a good level of personal responsibility.

You will be working in a friendly and supportive team in a reactive and varied role. You will need to have excellent IT and organisation skills and the flexibility to turn your hand to different tasks as the situation demands. The positions are customer facing and will suit those who have an ability to communicate well to a diverse group of customers. You will be engaging with a broad range of partners and forming relationships with colleagues across the wider Defra team. These roles will provide significant opportunities to develop your own skills and future career.

**Location**

The main Team locations are as follows:
Ayr, Galashiels, Perth, Inverness and Inverurie.
Post holders must be based within Scotland and would be expected to be able to travel to the team's main office, or other locations, for ad-hoc meetings and training.

**Job description**:
Job holders will be expected to provide support to managers and frontline staff by undertaking transactional work in a particular area.

Main duties will include:
**Delivery**
- Interacting with teams across Scotland supporting the delivery of the core function of the Business Unit in accordance with established time scales and performance targets.
- Ensuring accurate records are kept and updated accordingly, data input using various IT systems in accordance with APHA Data.
- To understand, identify and escalate any issues to your Line Manager which may affect delivery.
- Responding with energy and commitment to take on additional tasks that may be outside the normal day to day duties.

**Administration**
- Proactively taking responsibility for a set of administrative procedures (e.g. mailbox/telephone enquiries, processing paperwork); ensuring actions are carried out in accordance with the procedures and within the necessary timescales whilst having a resilient and flexible approach.
- Providing various office administrative and business support duties to the immediate and when required wider team including meeting organisation, minute taking, maintaining distribution lists, training course organisation, mailbox monitoring.
- Occasionally providing administrative support and/or secretariat duties to the senior leadership team (e.g. diary management, travel arrangements, managing key information flows through mailboxes.)
- Continually reviewing procedures in your work area and identifying any efficiencies or improvements.

**Customer Service**
- To liaise with and provide high quality customer service to internal and external Stakeholders, Delivery Partners and Customers to understand and appreciate their needs and requirements.
- Arranging removal of diseased animals to an abattoir, liaising with farmers and their agents over compensation valuations and payments (TB operational Delivery roles only).
- Liaising with laboratories over test results (TB Operational Delivery role only).
- Responding to requests from the public for information and guidance and providing accurate and timely information to our customers.

**Working Arrangements**

**Person specification**:

- Experience of using Microsoft packages (e.g. Outlook, Excel, Word) and able to demonstrate a good level of IT literacy.
- Well Organised.
- Positively responds to change.
- Customer service focused
- Accuracy inputting data and collating/processing paperwork
- Ability to communicate clearly and effectively both verbally and in writing
- Proactive approach to work

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

- Managing a Quality Service
- Working Together
- Delivering at Pace

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

- Good IT skills and familiar with use of basic Microsoft packages, Outlook, Word, Excel, MS Teams

**Benefits**:
**Pension and Financial Benefits**

Your pension is a valuable part of your total reward package and there are various options including Alpha and Partnership pension schemes in which Defra can invest in providing a contribution to the cost of your pension.
Your pension will continue to provide valuable benefits for you and your family if you are t