Business Coordinator
Animal and Plant Health Agency
Apply before 11:55 pm on Friday 22nd November 2024
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About the job
Job summary
The Animal and Plant Health Agency (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, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions.
Are you looking for an opportunity to make a difference as our Business Coordinator?
Do you have good organisation and planning skills and enjoy working in a fast-moving environment?
If you’re ready to take on this exciting role, ensuring smooth operations across a range of veterinary, scientific, and policy-driven activities then we want to hear from you!
Job description
As the Business Coordinator you will have the opportunity to support work that safeguards animal health, public health, and trade.
The role is based within the Animal Health and Welfare Advice (AHWA) team’s Business Unit, which provides structured, subject specific coordination of agency, veterinary, scientific, and technical (including trade related activities) policy linked activities on behalf of the Agency, Devolved Administrations, AHWA and national teams.
You will work as part of the AHWA Business Unit to provide a lead role in the co-ordination of high-level business support duties to AHWA and the wider agency as required.
Key Responsibilities include but are not limited to:
- Mailbox Management: Manage AHWA’s key mailboxes ensuring that they are monitored and actioned in line with the relevant mailbox guidance instructions. Manage distribution lists, Outlook calendars, and mailbox permissions.
- Meeting Coordination and Secretariat Support: Organise and facilitate meetings e.g. monthly team talks or meetings for teams within AHWA. This will include working with different teams to ensure agendas, presentations are prepared and shared by set deadlines and that guest speakers are identified and secured. Provide secretariat support for meetings which will include recording meeting notes and actions and keeping all meetings records up to date.
- SharePoint Online (SPOL) Management: Oversee and update the SPOL sites, ensuring that all information is current and accessible. This will include creating and maintaining document libraries, lists, web parts, and information. In line with organisational policy you will apply correct retention policies, carry out health checks and perform site permission checks, as well as providing advice and guidance when needed.
- Training Coordination: Provide guidance on training processes as required. Coordinate training applications and opportunities, and liaise with external providers as needed.
- Knowledge Forum Support: Management of the Knowledge forums, including overseeing ongoing developments. Provide statistical information when requested. Ensure key contact details are up to date. Triage resource requests, sending the request to the field, collating responses, and forwarding these to the requestor.
- Emergency Response and Business Continuity Support: Be prepared to take on urgent tasks during disease outbreaks or other incidents, including coordinating resources and managing response teams. Action resource requests and monitor progress by working with outbreak teams. Coordinate rotas for members of the team to provide out of hours support. Ensure all new starts are familiar with the directorate call cascade process and how to support during incidents and/or exercises.
- Database Management: Updating and maintaining team databases. This will include processing B.canis laboratory results, assigning reference numbers and risk based scores. Updating the B.canis database and providing updates to relevant teams.
Person specification
To be successful in this role, you should possess the following skills and experience:
- Proficiency in Microsoft packages e.g. Outlook, Excel, and PowerPoint, and the ability to quickly learn new systems, including SharePoint Online (SPOL).
- Excellent planning and organisational skills with an eye for detail, ensuring all documentation, meetings, and support systems run smoothly.
- Accuracy in compiling and maintaining data in line with retention policies.
- Good communication skills both written and verbal with the confidence in interacting with colleagues from diverse professional backgrounds, including veterinary, scientific, and administrative teams.
- Team player with the ability to work collaboratively within and/or across different teams.
- Ability to work independently under your own initiative.
- Comfortable working in a fast-paced environment with the ability to manage multiple urgent or unexpected tasks.
- Ability to prioritise efficiently and meet target, escalating issues when needed.
- Proactive approach to work with the willingness to learn new ways of working including how to work with a network of customers, partners, industry, and other stakeholders.
Support, Training and Induction
Everyone in APHA is supported to develop their skills and capabilities. New joiners to the organisation will attend an induction programme that will provide you with 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. In return for your dedication, we will support your ongoing personal development through appropriate training. Inclusion, support, and the development of our people matter to us. We aim to support the career and personal wellbeing of everyone in APHA.
Equality, Diversity, and Inclusion (EDI)
We are fortunate to have a range of excellent staff networks and are proud to be a Disability Confident Leader employer. We will support talented people from all backgrounds to build a career and thrive.
We actively welcome applications from anyone who shares our commitment to inclusion. We have strong staff networks covering mental health, disability and other needs. We also have a range of special leave policies and will put reasonable adjustments in place for people who need them.
The department places significant emphasis on talent programmes that help everyone to achieve their full potential. The Civil Service as a whole is committed to providing a work environment free from discrimination, harassment, bullying and victimisation. Support available includes a bullying and harassment network and mediation services.
Encouraging Diverse Applicants
The natural environment is important for everyone, and we aim for our teams to reflect the diversity of our society. We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups. Your personal qualities will be as important as your professional experience, and we welcome applications from all ethnicities, faiths and backgrounds.
We welcome applications from candidates who have not previously worked for the Civil Service, mid- and late-career changers with transferable skills, people from all backgrounds and circumstances regardless of disability, gender, age, ethnicity, LGBT+ identity and socio-economic status.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Working Together
Benefits
We offer first-class flexible working benefits, excellent employee well-being support and a civil service pension scheme.
Further benefits offered also include:
- A minimum of 25 days of paid annual leave, increasing by 1 day per year up to a maximum of 30.
- An extensive range of learning & professional development opportunities tailored to your role.
- Access to a range of retail, travel and lifestyle employee discounts.
- A hybrid office/home based working model where staff will spend a norm of 60% of their time in the workplace.
- Staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme.
Making it work for you - With so many flexible options, most people can find a work schedule to suit their circumstances.
Things you need to know
Selection process details
Throughout our selection process, we will make decisions about your capability to do the job, based on evidence you provide against the essential criteria for the role which are detailed in the advert and attached Information Pack.
Application Process
As part of the application process, you will be asked to complete a CV, Personal Statement, and two behaviours.
- CV - On the CV you should include details of career history, key responsibilities, and achievements.
- Personal Statement - In a maximum of 500 words. Please provide evidence of how your personal skills, qualities and experience are most suited to this role.
- Behaviours – In a maximum of 250 words, please provide an example against the behaviour Managing a Quality Service (Lead behaviour) and Working Together.
Further details around what this will entail are listed on the application form.
Sift
Should a large number of applications be received, an initial sift may be conducted using the lead behaviour, Managing a Quality Service. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
The sift is expected to take place towards the end of November 2024.
Interview
If successful at the application stage, you will be invited to interview where you will be assessed on:
- Behaviours – Please provide an example against the behaviours Managing a Quality Service (Lead behaviour) and Working Together.
- Strengths – Strength questions will be asked during the interview process.
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.
Interviews are expected to take place at the start/middle of December 2024.
Please note that these dates could be subject to change.
Location
Please be aware that this role will be contractually based in an APHA office location, subject to space.
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.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
Salary
New entrants to the Civil Service are expected to start on the minimum of the pay range. The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest. As a general rule allowances and supplements will not be recognised.
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 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.
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/Disclosure Scotland 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.
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 Info@disclosurescotland.co.uk
Internal Fraud Database
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.
This role is subject to basic security requirements. Job offers to this post will be made on the basis of merit. Security vetting will only take place after the receipt of a job offer.
All of these posts require the successful candidate to hold basic security clearance. Candidates posted to London 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 APHA 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
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 : Melanie Lawrence
- Email : melanie.lawrence@apha.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: https://civilservicecommission.independent.gov.uk/contact-us/ to visit Civil Service Commission.
