Administrative Officer
Veterinary Medicines Directorate
Apply before 11:55 pm on Monday 21st October 2024
Details
Reference number
Salary
Job grade
Contract type
Type of role
Operational Delivery
Working pattern
Number of jobs available
Contents
Location
About the job
Job summary
The Veterinary Medicines Directorate (VMD) is the regulator and policy lead responsible for issues concerning the authorisation, use, and manufacture of veterinary medicines in the UK. Our aim is to protect public health, animal health, and the environment, and promote animal welfare by assuring the safety, quality and effectiveness of veterinary medicines.
We are looking to fill at least two AO roles to support these aims. However, we will maintain a reserve list of successful candidates, which we may call upon if other AO roles become available in the VMD.
Job description
AO roles do not require specialist skills or knowledge of a particular subject. As an AO, you will be involved in many diverse and interesting tasks to support internal colleagues and external stakeholders. Most tasks are likely to be routine and repetitive with some scope for discretion and initiative. These tasks will be performed within the business area to which you are assigned.
Your main duties may include:
- data entry – maintaining and updating records and databases ensuring the integrity of the data held within them.
- liaising with external stakeholders – monitoring shared mailboxes, answering queries or directing questions to the appropriate individual / team.
- working collaboratively with internal colleagues; providing administrative support to ensure the timely progression of work.
- carrying our tasks within a clear framework and in accordance with standard guidelines and procedures.
- arranging meetings and taking notes, organising refreshments, and supervising external attendees whilst on-site.
- calendar / diary management of senior colleagues.
- creating and maintaining desk instructions and guidance in line with our quality management system.
- complying with ISO 27001 (information security) standards, GDPR, and record management requirements.
- act corporately – meeting the corporate objectives set by the VMD.
When carrying out these duties, job holders will apply established principles, methods, and precedents to ensure consistency and accuracy in the progression of work.
Person specification
We’re looking for you to have:
- experience of working under pressure in a target-driven environment.
- the ability to learn how to use bespoke in-house IT systems, including updating, searching and performing routine tasks on a database.
- proficiency in the use of Microsoft Office 365 packages, particularly Microsoft Teams, Word, Excel, PowerPoint, and Outlook.
- the ability to interpret information and process it according to standard guidelines and procedures.
- experience of providing administrative support in a business environment, or the ability to demonstrate that you are a quick learner.
We’re looking for someone that:
- has good English language skills, both oral and written.
- has a positive and flexible approach to their work and can effectively organise and prioritise their workload.
- is comfortable asking questions and seeking clarification, when needed.
- can create and maintain relationships with internal and external stakeholders.
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- 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 employer contribution of 28.97%
- 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, 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 knowledge, skills and experience meet 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).
Further details around what this will entail are listed on the application form.
Sift
If a large number of applications are received, an initial sift may be conducted using the lead behaviour, Communicating and Influencing.
Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview.
Interview
If successful at application stage, you will be invited to interview where you will be assessed on Behaviours, Experience and Strengths.Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.A presentation or additional exercise may also be assessed.
Sift and Interview dates
The sift will be conducted week commencing 21st October 2024.
Interviews are currently scheduled to take place in person at the VMD during the weeks commencing 4th and 11th November 2024.
Please note, this timeline is indicative at this stage and could be subject to change.
Salary
New entrants are expected to start on the minimum of the pay band.
Working Pattern
This is a full-time post, but part time may be possible for individuals to fill these roles on an 80% FTE basis, but no less due to the tight time constraints of the work commitments, you should discuss this with the vacancy holder before applying.
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.
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.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Near miss
Candidates who are judged to be a near miss at interview may be considered for other positions in Defra which may be at a lower grade but have a potential skills match.
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.
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.
Please note tests on this vacancy are timed, therefore if due to the need for a reasonable adjustment such as additional time contact us as below.
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.
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.
All of these posts require the successful candidate to hold basic security clearance. Candidates posted may be subject to a higher level of clearance because of the security requirements for that location. Job offers to these posts are made on the basis of merit. Security vetting will only take place after the receipt of a job offer.
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
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 : Natalie Shilling
- Email : n.shilling@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.
