Executive Officer in the International Office
Veterinary Medicines Directorate
Apply before 11:55 pm on Monday 15th July 2024
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About the job
Job summary
You will be part of the Veterinary Medicines Directorate (VMD) International Office. The International Office is responsible for leading the strategic vision for VMD international activity. We coordinate the input of technical experts from across the VMD into international collaborations and projects, from the development of new regulatory pathways and approaches to providing capacity building support to other veterinary medicines regulators. We are also responsible for developing the VMD programme of technical training, facilitating access to learning for stakeholders to be able to manufacture, authorise, supply, and use veterinary medicines responsibly.
As a member of the VMD International Office, you will play a crucial part in supporting our international and national capacity building and training efforts. Collaborating closely with colleagues, you will provide proactive operational and administrative support to ensure the smooth development and delivery of projects. Your contributions will help effectively communicate our activities to both internal and external stakeholders, increasing awareness of the VMD International Office's initiatives.
Job description
Main duties:
- Manage the administrative tasks of the International Office:
- Efficiently manage shared mailboxes, ensuring timely responses and appropriate filing of inquiries.
- Coordinate team meetings, including the monthly Programme Board and quarterly Away Days, by scheduling, preparing agendas, and providing support during sessions.
- Support the team by scheduling meetings, booking rooms, and providing accurate and concise meeting minutes.
- Update and maintain the International Office and team intranet pages, calendars, documents, and databases.
- Support the delivery of international projects:
- Investigate travel recommendations and requirements, liaising with British Embassies and travel specialists as needed to ensure colleagues' safety during travel.
- Coordinate and assist with travel and venue booking to fulfil colleagues' travel needs safely.
- Support the development and delivery of training activities:
- Manage the administration of the VMD eLearning platform, ensuring learners have appropriate access to resources and events.
- Facilitate training events both online and in-person, with ownership of logistics and proactively resolve any issues promptly and efficiently.
- Gather feedback from training participants and stakeholders, producing comprehensive reports to inform future training initiatives.
- Support forums and committees:
- Organise the International Development and Training Forum (IDTF), the International Steering Committee (ISC), the VMD Trainer Community of Practice (TCoP), and other relevant meetings.
- Work with colleagues to create agendas, coordinate update papers, record minutes, and follow-up on actions.
- Engage with national and international stakeholders and delegates:
- Actively engage with visitors and delegates before, during, and after visits and training days to ensure the provision of high-quality and professional VMD events.
- Assist with marketing and communication:
- Develop eye-catching marketing material and external communications for VMD’s international and training activities.
- Comply with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and record management requirements.
- Act corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.
Person specification
You must be able to show/demonstrate:
- Previous experience in administrative or operational support roles, particularly in an international or cross-functional environment.
- Ability to manage and prioritise competing tasks and deadlines effectively.
- Experience in coordinating travel arrangements and logistics.
- Excellent written and oral communication skills, with the ability to effectively engage with diverse national and international stakeholders.
- IT Skills: Microsoft Office (Outlook, Excel, Word, PowerPoint, Teams)
You should also have the following or are capable of getting up to speed quickly:
- Experience in developing marketing materials or communications for training or international initiatives.
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Managing a Quality Service
- Working Together
We only ask for evidence of these behaviours on your application form:
- Delivering at Pace
- Managing a Quality Service
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- Free onsite parking
- Free eyesight test
- Onsite gym
- Access to a prayer room
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, and Behaviour Statements. The CV will ask for your job history, qualifications and past skills and experience.
Your Personal Statement should be no more than 250 words and should demonstrate how your qualifications / knowledge / skills / experience match the requirements set out in the job advert.
When giving examples of Behaviours please use the Situation, Task, Action, Result (STAR) format. Behaviours , Civil Service Careers (civil-service-careers.gov.uk)
Sift
Should a large number of applications be received, an initial sift may be conducted using the lead behaviour, Delivering at Pace.
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 assessed on Behaviours, Experience, and Strengths.
A presentation or additional exercise may also be assessed.
Sift and Interview dates
The sift will be conducted week commencing 15 July 2024
Interviews are currently scheduled to take place by MS Teams week commencing 29 July 2024
Please note that this timeline is indicative at this stage and could be subject to change.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Salary
New entrants are expected to start on the minimum of the pay band.
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)
Where the location is ‘National’ the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.
Successful applicants currently employed by the hiring Defra organisation for this post may choose to remain in their current contractual location or may choose to change contractual location to one of those listed above. This should be discussed and agreed prior to proceeding with pre-employment processes.
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. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations.
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.
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.
Defra includes the core department, APHA, RPA, Cefas and VMD.
Please be aware that this role(s) will be contractually based at the VMD headquarters in Addlestone, Surrey. Fixed location, but flexible working arrangements.
Full Time Post
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.
Loan and Fixed Term Appointments
Existing Civil Servants and applicants from accredited NDPBs are eligible to apply, but will only be considered on loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.
Fixed Term
This is a Fixed-term Appointment until 3rd April 2025 as an Executive Officer in the Veterinary Medicines Directorate International Office. This post will therefore begin from a date we will agree with the appointee once we have completed all the necessary pre-employment checks, and will end 3 April 2025.
This is not a permanent post. It is fixed term because it is time limited due to a fixed funding period.
Your responsibilities in this post will provide operational and administrative support to the International Office to ensure smooth project development and delivery.
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
Criminal Record Check
If 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 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.
NSV
For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting
Higher Security Clearance
Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter.
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
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 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.
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.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Ali Pitfield
- Email : a.pitfield@vmd.gov.uk
Recruitment team
- Email : DefraRecruitment.grs@cabinetoffice.gov.uk
Further information
Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click https://civilservicecommission.independent.gov.uk/contact-us/ to visit Civil Service Commission.
