Administrative Officer - Penrith (ID4087)

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 the 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 To:

• Work to Agency safety and quality standards.
• Provide support and undertake duties on behalf of local Quality and Safety managers.

Job Description

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

• 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 enquiries 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 support the Local Quality Manager.
• Assist with local auditing and clearing of actions arising from audits, in liaison with the Local Quality Manager.
• 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.
• 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 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

Staff 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.

Behaviours

We'll assess you against these behaviours during the selection process: Working Together, Delivering at Pace.

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.

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, and will assess your Behaviours, Strengths and Experience.

Application Process

You 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.
• 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.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on Experience 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 framework for AO positions. Please use the STAR technique to provide evidence of the Behaviours in your interview.

Your interview will be 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 Information

Artificial 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.

Location

As 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.

Working Pattern

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. We may consider two part-time staff on a job share basis if continuity can be arranged.

Salary

New entrants are expected to start on the minimum of the Pay Band.

Reserve List

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

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.

Childcare Vouchers

Any move to DEFRA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.