Administrative Officer Bristol, England
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Job summary
Are you exceptionally well-organised with an eye for detail and able to maintain focus when working to time scales?
Do you love working collaboratively with colleagues?
If so, this is an exciting opportunity to join the Vehicle Certification Agency as our Ford Administrative Officer, and we’d love to hear from you.
Job description
As the Ford Administrative Officer, you will work closely with the Ford Technical Support Officer and wider VCA Ford Powertrain team of engineers to deliver the large amount of approval work VCA process for Ford. You will be frequently contacted by the engineers within the VCA Ford Powertrain team and occasionally the Ford certification team via telephone, MS Teams and email.
VCA are on the lookout for a confident communicator who enjoys collaborating with others as you'll be working alongside two separate dedicated teams from VCA and Ford respectively. No two days are the same and you will get involved with a mixture of different tasks. There is a strong focus on engagement so you will also need excellent problem-solving skills and the ability to build positive relationships with both the VCA and Ford teams.
Responsibilities
Your role responsibilities will include:
- Checking of engineer’s test reports and manufacturer’s application documentation in order to facilitate the issue of high-quality approval certificates correctly first time. Making sure that all documentation submitted for approval is correct when submitted to VCA. This will involve referencing and validating against multiple data/information sources;
- Maintaining a defined folder structure with which to download technical and approval documentation from secure websites and saving into the correct job folders on VCA servers. Once approval is issued, uploading back to secure customer websites;
- Transposition of information from manufacturer’s application documentation to draft approval certificates;
- Issuing approval certificates within agreed time frame to meet customer expectations;
- Keeping Ford Technical Support Officer and VCA Ford Powertrain team informed about current and on-going status of approvals and workload to facilitate efficient decision making, planning and delivery of approvals;
- Entering correct and appropriate information onto an Excel spreadsheet, V1PSA, job/approval registers and preparing/issuing invoices;
- On request from customers, issue job numbers and provisional approval numbers;
- Answering telephone calls, MS Teams calls and e-mail enquiries from Ford certification team, VCA engineers and other customers (as required).
For further information, please see the attached Role Profile.
Additional Information
A minimum of 40% of your working time should be spent at your principal workplace.
For candidates who wish to work under part time hours the business can accommodate a minimum working pattern of 29.6 hours per week to meet the operational needs of the business.
Person specification
You will be someone who has experience of working in a target driven front-line administrative role. You are someone who works hard to understand the needs of the customer, and who wants to drive themselves to deliver excellent customer service.
You will have excellent communication skills both verbally and in writing and will have the ability to work well both independently and as part of a team environment. You will also be familiar with Microsoft packages including Word, Excel and Outlook as well as Adobe.
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
Benefits
If you would like to read more about VCA and the benefits of working for us, visit our Careers website!
Things you need to know
Selection process details
How to apply
When considering your experience, please tailor your CV/Personal Statement to provide detailed evidence of when you have:
- Experience of target driven front-line administration and working to tight deadlines using excellent organisational skills.
- Shown attention to detail when checking documentation and accuracy in data entry.
- Understood the needs of a customer and delivered excellent customer service.
- Worked efficiently as part of a team to achieve an objective.
Your personal statement will be limited to a maximum of 1000 words.
The sift is due to take place on 11th May 2023.
Interviews will be held from 24th May 2023.
We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.
The selection process will be designed specifically for the role. As a result, your assessment could include:
- An interview
You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.
The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.
For further information on Success Profiles visit our Careers website.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
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.
Further Information
For more information about how we hire, and for useful tips on submitting your application for this role, visit the How we hire page of our DfT Careers website.
Before submitting your application, we encourage you to visit our Recruitment in detail page of the DfT Careers website. You will find detailed information about the entire recruitment process and what to expect when applying for a role in the Civil Service.
Throughout this job advert there are links to the DfT Careers Website, which provides you further information to support your application. Should you be unable to access the information on our website, please email [email protected] for assistance.
Feedback will only be provided if you attend an interview or assessment.
Security
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).
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Job contact :
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Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website Here
