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 2,500 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.

We have an exciting opportunity to provide professional support and secretarial service to an APHA Science Director. We are looking for enthused and motivated person with a commitment to learn and develop. You will have a positive approach, be detail focused and enjoy the challenge of working at pace with a good level of personal responsibility and ability to focus on the top priorities.

You will work directly to the Executive Office Manager and provide administrative support directly to one APHA Science Director. The post holder must be prepared to be flexible in their approach and provide cover when required across the Executive Support team to ensure a robustness of service for the Directors. The Executive Support team looks after 8 Directors across the APHA network.

We are looking for a full-time team member who is caring, can demonstrate integrity, work well as part of a team and always aim for excellence in everything they do.

Job description

• To provide full secretariat support to a named Science director within APHA. We are looking for someone who will manage diaries, emails and ensure briefings are provided for forthcoming commitments. In addition, undertake and co-ordinate other administrative duties and project support as required, presenting a professional image of APHA
• To provide full Secretariat support for Corporate, Senior leader, or science meetings and events. Working within a pressured office environment, there is a need for excellent organisational skills
• Arranging meetings and collating feedback or researching and analysing information. You will need to have an ability to manage conflicting demands whilst maintaining focus and being able to reprioritise to ensure delivery is not impacted
• To assist with the provision of effective communications & correspondence. You will need to attend meetings to minute take, complete audiotyping, formatting and proof-reading of a variety of documents (reports and correspondence, emails etc). Draft letters, PowerPoint presentations as well as draft briefings for critical meetings and ministerial approval. Awareness of responsibilities and discretion in terms of handling and protecting sensitive information
• To assist with the provision of accurate management information and ability to collate financial information for budgets and ongoing monthly forecasts, raising issues as appropriate
• To assist with recruitment campaigns as appropriate
• To provide full support in an emergency or incident response situation. Be flexible and willing to adjust to changing situations within the Executive office when responding to emergencies

Person specification

Candidates must possess and be able to demonstrate the following experience:

• Excellent IT literacy and SharePoint experience
• Experience working in a fast-moving environment
• Resilient to change
• Copes well in pressured environments
• Exceptional organisational skills and attention to detail
• Previous experience of diary management
• Previous experience of drafting minutes, letters, briefings
• Experience of relationship building and collaborative working
• Excellent communication skills
• Experience of relationship building and collaborative working
• Experience or familiarity with scientific/medical language

Benefits

Alongside your salary of £27,470, Animal and Plant Health Agency contributes £7,416 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 style application template outlining your job history and previous skills and experience
• Please provide statements on the specified behaviours in the Situation, Task, Action and Result (STAR) format (250 word max per statement)
• 500-word personal statement, which should outline how your skills and experience are relevant to the criteria outlined in the job description and Person specification

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, Delivering at Pace. 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, Essential skills and Experience. 

A presentation or additional exercise may also be assessed.

Interviews will be conducted on Microsoft Teams. 

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.

All 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 may be held for a period of 12 months from which further appointments can be made.

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 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 /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 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.

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.

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. 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.