Administration Officer (Scotland) Ayr, Scotland
Job description
Details
Reference number
Salary
Job grade
Contract type
Type of role
Operational Delivery
Working pattern
Number of jobs available
Contents
Location
About the job
Benefits
Things you need to know
Apply and further information
Location
About 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.)
- Answering and processing queries by telephone and email and actioning any follow-on procedures generated (e.g. updating customer record, updating databases, producing paperwork).
- 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
For most candidates your hours of work will be a blend of working from an APHA workplace (specific to the team location) with working at home. This means spending 40%-60% of your time in an APHA workplace each week, for those working full time, this means 2-3 days per week.
Person specification
We are looking for candidates with the following skills and experience:
- 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 too ill to continue to work or die before you retire.
Time off
Offering 25 days annual leave (rising up to 30 days over 5 years) for new entrants to the Civil Service and retaining existing arrangements for current Civil Servants
Special Leave
Additional paid leave for other situations including family-related leave is available for employees volunteering and taking part in public duties, trade union activities, special/trained forces and for health & safety representatives.
Rewards
We have a Staff Recognition Scheme, and our in-year awards reward exemplary work.
Learning and Development
Access to five days learning and development each year to support professional development through Civil Service Learning, Corporate induction and three days special leave for volunteering.
Performance Management
Individual performance plans, learning and development matched to your agreed career objectives and progression plans.
Examination Leave
Paid leave for exams and revision for approved studies
Staff Wellbeing
Access to Employee Assistance Programme, available 24/7, providing advice and guidance on both personal and employment issues such as personal wellbeing, career development, legal matters such as landlord / tenant disputes. Access to Occupational Health Service and the Civil Service Sports Council.
Headspace
Free access to Headspace which is a mindfulness, meditation, and sleep app.
Travel & Transport Benefits
A range of travel and transport benefits. Access to the cycle to work salary sacrifice scheme that enables you to buy a bike up to the value of £6k.
Shopping & Leisure Benefits
A variety of discounts at online stores and leisure experiences available via 'Star'
Interest Free Loans
For season tickets and/or bicycles and safety equipment as well as tenancy deposit scheme
Other benefits
Sick pay
We have various measures in place to assist with your physical and emotional health. Our focus is on early intervention and proactivity in addressing health issues. However, should you not be well enough to attend work, occupational sick pay, increasing by length of service, is available.
Enhanced parental leave
We offer generous maternity leave, paternity leave and shared parental leave.
Things you need to know
Selection process details
Application Process
As part of the application process, you will be asked to complete a CV and personal statement of 500 words. Further details around what this will entail are listed on the application form.
The personal statement should be aligned to, considering the Job Description and Person Specification, please demonstrate how you are most suited to this role.
Sift
Should a large number of applications be received, an initial sift may be conducted using the personal statement. 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 asked to complete a video Interview where we will access your experience, behaviours, strengths and technical skills as listed in the advert. More information on interview arrangements will provided if you are invited to interview.
A presentation or additional exercise may also be assessed.
Location
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, and cannot do so from an overseas location at any time.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Merit Lists
Where more than one location is advertised, candidates will be posted in merit order by location. You will be asked to state your location preference on your application.
Salary
New entrants are expected to start on the minimum of the pay band.
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.
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.
Criminal Record Check
If successful and transferring from another Government Department, a criminal record check maybe carried out.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure Scotland on your behalf. However, we recognise in exceptional circumstance 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.
For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email [email protected]
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.
Security
Medical
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
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).
Apply and further information
Contact point for applicants
Further information
