About the job

Job summary

The Department for Environment Food & Rural Affairs (DEFRA) is responsible for safeguarding our natural environment, supporting our world-leading food and farming industry and sustaining a thriving rural economy. Our broad remit means we play a major role in people’s day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Everyone who works with us or in one of our agencies and public bodies has a part to play in achieving our vision of ‘creating a great place for people to live’. The work we do impacts the lives of everyone living in the UK.

About Defra’s Northern Ireland Programme

The Northern Ireland Directorate is working to deliver the requirements of the Windsor Framework. The Windsor Framework is the agreement reached between the EU and the UK to avoid a hard border with Ireland; while ensuring the UK, including Northern Ireland, leaves the EU as a whole, enabling the entire UK to benefit from future Free Trade Agreements (FTAs). 

The Framework replaces the previous Northern Ireland Protocol. For Defra, implementation requires changes in relation to the movement of agrifood and involves extensive delivery with the equivalent Northern Ireland department – DAERA, and other government departments. Your role will be critically important to managing risks associated with delivering to the Windsor framework timelines, and upholding agreements made with the EU, and international legal obligations. This is a particularly exciting and high-profile area of work, made up a number of major delivery projects.

You will play an active role in shaping and delivering the Defra group’s priorities, informing decision making, and working creatively and collaboratively with others to deliver excellent outcomes.

DEFRA are looking for enthusiastic and confident individuals to lead on key elements that will enable the successful delivery of various projects within the Northern Ireland Programme.

Job description

Our Business Administration Roles will provide exciting opportunities to fundamentally impact the Northern Ireland Directorate in the delivery of its key outcomes. You will gain excellent first-hand experience of working in a Directorate operating at the very height of its delivery remit. A valued member of a dedicated team you will support the Northern Ireland Directorate, providing comprehensive secretarial and administrative services.
  
We are seeking motivated, organised, and adaptable individuals who are eager to learn and expand their skillset. The role will provide opportunities to collaborate with a diverse range of stakeholders across DEFRA in addition to wider government departments, including senior civil servants, and ministerial private offices.   
You will need to demonstrate a positive and proactive approach to the administrative requirements of the team, including corporate workstream tracking, meeting governance, project administration, and supporting senior management in successful leadership of the team. In addition, you will be afforded the opportunity to work with a wide range of project teams, gaining insight into fast paced project delivery and policy work.  

We are currently seeking administrative support in several work areas, necessitating possession of a broad administrative skill set, including skills such as the following:

• Provision of comprehensive administrative support to teams across the Directorate
• Proactive and efficient diary/mailbox management on behalf of Deputy Directors', requiring excellent prioritisation skills, attention to detail and a proactive approach to anticipating future diary pressures
• Delivering governance outputs for identified groups and boards; including preparation of agendas, note taking, capturing actions and monitoring outputs
• Establishing and organising meetings for internal and external partners including booking of venues/ meeting rooms, accommodation/travel logistics, agenda preparation, recording minutes, actions and decisions and disseminating associated documentation within required timeframes
• Facilitating effective onboarding of new starters, ensuring induction packs are frequently updated
• Provision of comprehensive administrative support to the Deputy Director / team, ensuring efficient systems are in place to maximise effective use of Deputy Directors’ / team’s time
• Maintenance of electronic distribution lists and organograms
• Supporting Deputy Directors in balancing a range of meetings, advising on urgent requests and proactive delegation of meetings when necessary
• Undertaking any additional administrative duties and tasks as required in order to effectively meet the needs of the department

We can only achieve our purpose through the skill, dedication, and professionalism of our people. You deserve to feel valued, rewarded and connected to the work you do - so through our People Strategy, we’re committed to making DEFRA an inclusive environment that engages, motivates, and ensures a better place to work for everyone.

Person specification

Essential criteria

• Proven experience in supporting a senior manager / head of a sizeable organisation
• Strong interpersonal skills and the ability to form close working relationships with colleagues at all levels
• Excellent written and verbal communication skills
• Excellent organisational skills
• Ability to manage conflicting demands, keep focus and reprioritise in order to reduce/prevent adverse impact on delivery
• Excellent MS Office skills, including strong proficiency in the use of Outlook, plus other collaborative tools
• Ability to maintain confidentiality at all times and operate with discretion
• Proven experience working collaboratively as part of a wider team

Your personal qualities will be as important as your professional experience; and we welcome applications from all backgrounds. If you believe you have the skills and qualities we are looking for, then we would like to hear from you.

Defra is dedicated to having a diverse workforce which represents people in our communities and an inclusive culture where everyone feels they can be their authentic self at work, belong in the organisation and can speak up to challenge. We want everyone to be able to contribute to the success of our organisation, regardless of your background.

Benefits

Alongside your salary of £27,470, Department for Environment, Food and Rural Affairs contributes £7,444 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 and Experience.

Application Process

As part of the application process, you will be asked to complete:

• A CV detailing your career history, including any relevant qualifications. Your CV will be used for Information purposes only and will not be scored.
• A Personal Statement (max. 500 words) demonstrating how you meet the requirements of the job description, responsibilities, and essential criteria. 
• A 250-word statement on the lead behaviour 'Managing A Quality Service'

Using the STAR process will help achieve structured statements.

Further details around what this will entail are listed on the application form.

Sift 

The sift panel will use the information in your Personal Statement to assess your experience and knowledge.

Should a large number of applications be received, an initial sift may be conducted using just the statement for 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.

Sift and Interview dates are to be confirmed.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on Experience and the Behaviours stated in the advert.

A presentation or additional exercise may also be assessed.

Interviews will be held via Video link.

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.

For information, our core Defra hub locations are:

• York - the Kings Pool
• Newcastle - Lancaster House
• Bristol - Horizon House (Please note that space at this office is limited and it may not be possible for all Policy roles to be recruited to this location)
• London - 2 Marsham Street
• Belfast - NID’s Belfast Office is being set-up, until it is available staff are invited to work remotely 

Internal (core Defra) employees can apply for this role and choose to remain in their current location or to be based in one of the advertised locations.

All other applicants will be based in one of the advertised locations. 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 will be held from which further appointments can be made. Should candidates prove unsuccessful at passing the board at the grade advertised but have the skills required for a similar role at a lower grade we may approach the candidate with details of other roles of a lower grade. 

Merit Lists

Where more than one location is advertised, candidates will be posted in merit order by location. You will be asked to state your location preference on your application.

Salary

New entrants to the Civil Service are expected to start on the minimum of the pay band. 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.

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 / Access NI 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 Access NI confidential checking service telephone: the Access NI Helpline on 0300 200 7888 and ask to speak to the operations manager in confidence, or email accessni@ani.x.gsi.gov.uk

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.

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 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 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. 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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.