About the job

Job summary

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 2,000 skilled and committed professionals come together to provide research, advice and support to UK Government for safeguarding animal, public and plant health for benefit of the environment and 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 and you will be part of this workforce supporting our staff.

The role of the Admin Team Leader is to lead and manage a small administrative team in the department and act as the main point of contact for all administrative activities. In liaison with the Business Manager, the post holder is responsible for implementing administrative policies and corporate administrative functions, planning, prioritising and allocating admin/finance work to ensure a common Science Directorate (SD) approach. The post holder will provide assistance as part of the wider SD administrative team to cover staff resource issues or other duties in the event of a disease outbreak.

Job description

Working closely with the department Business Manager, duties will include most but not necessarily all of the tasks listed below:

Finance – Daily

• Understand and follow accounting principles, monthly, quarterly and end of year routines. Using Oracle-SOP purchasing software raise or approve purchasing requisitions following APHA purchasing regulations
• Carry out monthly housekeeping
• Responsible for Accounts Payables for courier, gas, and certain crucial supplier accounts
• Fully understand department budgets. Initiate own department’s annual budget round. Monitor and analyse expenditure variances in-year. Prepare monthly expenditure forecasts
• Assist HOD with preparation of department/work group staff hours planned to projects
• Department contact for: Oracle Time Recording related routines and queries, procurement, i-expenses, invoice payment, new suppliers, foreign orders and payments, adjustment journals, capital purchases, and fixed asset verification

Department support – Daily

• Point of contact for administration matters which may include support for HOD, organisation charts, staff tracker, specialist purchasing preparation and review of forecasts, meetings secretariat, Oracle-SOP, test reporting, PA duties, estates issues, STaR Award management, absence records, fixed assets and equipment/asset register plus ad hoc tasks pertinent to grade, where sensitivity and confidentiality is paramount
• Proactively ensure issues and anomalies are queried and resolved
• Follow APHA Health & Safety policies to ensure a safe working environment
• Work within recognised Quality accreditation standards to ensure compliance

Recruitment – when vacancies arise

• Provide advice/support on the recruitment system from initial request to fill a vacancy through to appointment
• Work with the vacancy holder and local People Team to ensure correct approval process is followed
• Oversee the recruitment process:  upload the vacancy details, support the vacancy holder through interview arrangements and sift, set up interview panels, candidate security and paperwork checks, and results upload
• Manage the Oracle SOP ‘New Starter’ process with the vacancy holder, including procuring IT kit and i-phones
• Ensure monitoring spreadsheets are regularly updated

People & Communication

• Lead and manage up to three AO staff
• Ensure consistent communication flow with local Business Manager, Science Admin Manager, Head of Department, Lead Scientists, Finance, CAPS, SD People Team, Finance BP
• Proactively follow up all incoming requests for assistance to manage stakeholder expectations
• Follow visitors’ procedures to comply with site security protocols

Corporate Governance – quarterly and six monthly

• Work with Line Manager to complete own department annual and bi-annual governance reports including documentation for Internal Control Quality Assurance, Gifts & Hospitality, Conflicts of Interest, Business Continuity Plan, and Fraud and Error

Corporate Governance – quarterly and six monthly

• Work with Line Manager to complete own department annual and bi-annual governance reports including documentation for Internal Control Quality Assurance, Gifts & Hospitality, Conflicts of Interest, Business Continuity Plan, and Fraud and Error

Person specification

• Appropriate finance experience and analytical skills
• People Management
• Intermediate Excel and Word skills
• Experience of procurement processes
• Display initiative to problem solve and consult managers when required
• Highly organised with the ability to balance and prioritise multiple tasks with competing priorities
• Ability to communicate and interact effectively with individuals at various seniority levels
• Experience of recruitment processes
• Minimum of two A Levels or equivalent, or relevant experience

Flexibility in working hours / out of hours work may be required if called upon to finish a particularly urgent task or in the event of a disease outbreak.

Travel may be required to visit other sites or attend training courses/meetings.

Benefits

Alongside your salary of £30,827, Animal and Plant Health Agency contributes £8,323 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Application Process

As part of the application process, you will be asked to complete a CV (job history & qualifications), 500-word personal statement, and one 250-word behaviour statement.

Your Personal Statement should be a maximum of 500 words and should provide evidence of how your skills and experience meet the requirements of the role:

• Working in a procurement or finance team or in a role with financial responsibility
• Experience of procurement processes
• Evidence of People Management. Knowledge of recruitment processes
• Working with MS Office Excel and Word
• High standard of written and verbal communication and the ability to interact effectively with individuals at various seniority levels
• Ability to problem solve and prioritise own and teams’ work
• Ability to work on own initiative maintaining sensitivity and confidentiality relevant to the task

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: Making Effective Decisions.

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 assessed on Behaviours, Experience and Strengths.

Before interview, you will be required to complete a short multiple-choice Excel test which will become part of your overall interview score. This will be sent to candidates via email - you will then be required to complete and return the test within a set amount of time.

A presentation or additional exercise may also be assessed.

Location

Please be aware that this role(s) will be contractually based in a Defra 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.

The role is based at Weybridge where the team is located due to the nature of the role and duties required. Business travel to other locations may occasionally be required. Allowances will be paid subject to meeting eligibility criteria.

Our current office attendance approach requires 60% attendance in Defra group workplaces or off site meetings with partners and customers. This balance provides thriving workplaces to connect with colleagues, as required by their role and business team needs balanced with personal flexibility and choice. 

Travel and subsistence will not be paid for travel to a base office location.

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 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. We may consider two part-time staff on a job share basis if continuity can be arranged. Part-time hours will only be considered as part of a job share.

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 Government’s response to national emergencies including disease outbreaks. All post holders based on the APHA Weybridge site must hold a valid Counter Terrorist Check (CTC) security clearance or above. Each applicant for a post at APHA Weybridge must ensure they meet the residency criteria of between 3 to 10 years (depending on Security Level required for the post) continuous UK residency. Residency qualification maybe reduced for certain roles and will be considered on a case-by-case basis.

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

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

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). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.