International Reference Laboratory Secretariat (ID1166)
Animal and Plant Health Agency
Apply before 11:55 pm on Wednesday 9th October 2024
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Science
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About the job
Job summary
Do you want to be part of a dynamic team assessing international disease threats and protecting Great Britain from exotic notifiable diseases? If so, why not join us and make a difference!
As the International Reference Laboratory (IRL) Secretariat you will provide administrative support to the IRL for Avian Influenza and Newcastle Disease and Swine Influenza by supporting its directors as well as monitoring the IRL mailbox, liaising internationally through a range of correspondence, setting up and minuting international meetings and supporting delivery of national and international workshops. The successful candidate will also provide support to the Head of the Virology Department and support the administrative team contributing to the effective running of the Virology department. The role will report to the Head of the Virology Department and the Director of the IRL.
The Animal and Plant Health Agency (APHA) is an executive agency of the Department for Environment, Food & Rural Affairs, and works on behalf of the Scottish Government and Welsh Government. Our diverse teams of over 3,000 skilled and committed professionals come together to provide research, advice and support to the UK Government for safeguarding animal, public and plant health for the benefit of the environment and the economy.
The Science Directorate (SD) delivers high quality, high impact and highly relevant multidisciplinary science. Our people are diverse, talented, engaged and inspired to deliver innovative outcomes.
Job description
Main areas of work will include:
- Support to the Director and the wider International Reference Laboratory for Avian Influenza, Newcastle Disease and Swine Influenza team including diary management, travel assistance, output management and arranging international shipments.
- Support to the Virology Head of Department; diary management, arranging travel and external meetings.
- Minute taking, formatting, and proof-reading a variety of documents (reports and correspondence).
- Monitor scientific and delivery progress of projects and assist with the submission of project/contract documentation including some financial oversight.
- Administrative support to the IRL, including preparation of annual reports and managing the IRL inbox, directing enquiries to appropriate staff and ensuring replies are recorded.
- Monitoring of the IRL finances, and preparation of monthly summary reports.
- Manage IRL material transfer agreements and confidentiality agreements including liaison with third parties.
- Events planning support to large scale international events such as the annual NRL meeting, training workshops and meetings/symposiums.
- Administrative support to the Virology department, to include managing the Virology SPOL site, monitoring of the Virology mailbox, assisting with departmental visitors and deputising for the Building Officer by signing in contractors (in accordance with Agency procedures).
- Adhere to the ISO:9001 quality standard, i.e. to participate in both internal and external audits when required.
Person specification
You will need to demonstrate the following:
- IT literate, particularly with the use of Microsoft office packages (Outlook, Word, Excel, and PowerPoint), SharePoint online (SPOL) and Teams.
- Experience with minute taking for meetings.
- Excellent written communication and interpersonal skills – including answering emails, taking phone calls and in-person meetings.
- Accuracy and efficiency when inputting data and collating/filing paperwork.
- Ability to handle financial data.
- Handling official permits and licensure.
- Ability to work with staff at all grades including senior managers.
- Flexibility to respond positively to change.
- Ability to work under pressure, meeting tight deadlines.
- Awareness of responsibilities in terms of handling and protecting information according to its sensitivities.
Qualifications
A degree or equivalent experience.
Other information
Staff will be required to work rostered on-call duties, weekends, Bank Holidays and occasional evenings. Out of hours work may be required in the event of a disease incident. When overtime or out-of-hours work is required, APHA Management reserves the right to change overtime patterns to meet requirements. You may be eligible for overtime payments and where overtime is approved you will receive appropriate payment.
The successful candidate will be expected to have any necessary vaccinations and comply with health surveillance protocols. This will be arranged by the Health Team, Weybridge. It will also be necessary to undergo a pre-employment medical assessment. The post holder will need to wear protective clothing and Respiratory Personal Protective Equipment (RPPE) as required.
Periodic travel within the UK or overseas may be required. A valid full driving licence is necessary or access to an alternative means of transport.
Security clearance
The Weybridge site is a strategically important national asset due to its role as a reference laboratory supporting the Government’s response to national emergencies including disease outbreaks. For this reason, all post holders based on the APHA Weybridge site must hold a valid Counter Terrorist Check (CTC) security clearance or above. It is up to each person applying for a post at APHA Weybridge to ensure they meet the residency criteria. Applicants must be currently resident in the UK & have at least three years continuous UK residency as this is a requirement to work at the Weybridge site where the team and work is situated.
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Delivering at Pace
- Making Effective Decisions
We only ask for evidence of these behaviours on your application form:
- Communicating and Influencing
Benefits
In return for your dedication and hard work, we will support your ongoing personal development through appropriate training. Inclusion, support as the development of our people matter to us. We aim to support the career and personal wellbeing of everyone in APHA. Our benefits include generous annual leave, a generous employer contributory pension, staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme, reward vouchers and in-year bonuses. We also offer additional days off if accrued extra hours (flexi-time –if accumulated), three paid volunteering days per year. We also have a social committee who run team building and fun events at the Weybridge site. Further details can be found in the Candidate Information Pack.
Everyone in APHA is supported to develop their skills and capabilities. When you join the Directorate, you will be welcomed into your new team through an induction programme that will provide you with helpful 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.
Things you need to know
Selection process details
Application Process
As part of the assessment process, you will be asked to:
- Complete a CV-style template.
- Provide an example against the behaviour 'Communicating and Influencing' in the Situation, Task, Action and Result (STAR) format.
- Complete a 500-word personal statement against the details in the Person Specification in the advert and the job description.
Further details around what this will entail are listed on the application form.
Sift
Should a significant number of applications be received, an initial sift may be carried out using the lead Behaviour, Communicating and Influencing. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.
Sift and interview dates as well as the interview location to be confirmed.
Interview
If successful at application stage, you will be invited to interview where you will be asked to give examples of the Behaviours listed using Situation, Task, Action, Result (STAR) and will be assessed against the experience requirements detailed in the Job description.
A presentation or additional exercise may also be assessed.
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.
Location
Please be aware that this role will be contractually based in a Defra/APHA 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.
As part of the pre-employment process, 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 for meetings, or 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 workplace will be subject to department travel and subsistence policies. Travel costs to contractual workplaces are the responsibilities of the employee.
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.
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 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 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 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.
Full Time Only
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. The post is full-time, we may consider two part-time staff on a job share basis if continuity can be arranged. Pro-rata salary for job share.
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.
The Weybridge site is a strategically important national asset due to its role as a reference laboratory supporting the Governments response to national emergencies including disease outbreaks. For this reason, all post holders based on the APHA Weybridge site must hold a valid Counter Terrorist Check (CTC) security clearance or above. It is up to each person applying for a post at APHA Weybridge to ensure they meet the residency criteria. Applicants must be currently resident in the UK & have at least three years continuous UK residency as this is a requirement to work at the Weybridge site where the team and work is situated.
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
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 : Science.DirectorateHR@apha.gov.uk
- Email : Science.DirectorateHR@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: Click https://civilservicecommission.independent.gov.uk/contact-us/ to visit Civil Service Commission.
