About the job

Job summary

Are you someone who can lead and manage successfully in a challenging and dynamic environment?  Do you have a methodical approach to organising work, have a Can-Do attitude, highly organised with excellent communication skills? Does this sound like the role for you? If so, we would love to hear from you!

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 UK Government for safeguarding animal, public and plant health for benefit of the environment and economy.

As the Grants Finance Officer will you assist APHA scientists and the Grant Office to ensure that APHA meets the financial requirements of its grant funded project portfolio. Working as part of the CAPS team, you will be expected to work across departments and functions to ensure that projects maintain adequate records and remain affordable within APHA’s annual and multi-year budgets. You will produce financial reports in the appropriate format to the respective funding body at regular intervals and ensure that income is moved to the correct codes within APHA’s accounting system.

You will be expected to advise science leads on the application of complex external funding and grant agreement rules to ‘real life’ situations to ensure that APHA is spending its allocated budget correctly. You will need to establish excellent working relationships with external funding bodies, external audit firms and within different directorates within APHA.

You will need to work with large volumes of financial data and have a keen eye for details. You will be expected to work flexibly, often managing different priorities to tight deadlines.

Job description

You will:

• Provide advice to application writers and scientific leads to ensure that APHA project budgets are accurate and prepared in accordance with the respective grant or funding conditions. You will act as the point of contact for financial queries, often liaising with external organisations across Europe and within the UK to meet tight application and reporting deadlines.
• You will ensure that grant funded project business cases are reviewed and accurate before they are sent for approval by senior management.
• For projects which have been approved for funding, you will lead on the preparation of financial reports to the funding body and ensure that sufficient records are maintained throughout the duration of the project and beyond as per the grant conditions. This includes the production and approval of monthly timesheets, collating payroll records and employment contract, travels receipts and invoices, procurement strategies and justifying the use of internal recharges for grant funding.
• You will co-ordinate and commission external auditors to review project expenditure and demonstrate compliance with the grant’s financial conditions. You will ensure that minimal costs are removed from the final audit report to maximise the income due to APHA and mitigate the risk of funding clawback at a later date.
• You will liaise with finance and CAPS colleagues to ensure that projects have robust income and expenditure forecasts in place for the current and future financial years. You will be expected to field questions from the National Audit Office during their testing of APHA accounts at financial year-end.
• The tasks are not always routine, so a flexible approach is essential. You may be asked to perform other related work commensurate with the grade and purpose of the post.
• You will undertake any relevant and specific training and development as agreed with your manager and in line with job role and core behaviours.

You will have responsibility for:

• Develop and maintain an expert working knowledge of grant conditions and how to apply them to APHA systems and processes.
• Ensure that financial reports to funding bodies are free from error and have sufficient evidence in place to justify reported costs at the time of audit.
• Provide financial insight during the preparation of compiling complex and high-value grant applications.
• Maintain registered files and supporting audit requirements.
• Arrange and oversee the process of audit when required to ensure that the terms of the grant conditions are met and reports are submitted on time.
• Support scientific leads with budget modifications.
• Provide regular updates to forecasts and budgets for the current and future financial years.
• Provide ad hoc financial reports to senior managers.
• Attend and actively participate at Finance Review Meetings, providing status updates on forecasting and budgets.
• Attend related project meetings, budget and forecasting reviews with Project Leaders and budget holders.
• Participate in project customer meetings as appropriate.
• Line Management of up to 2 EO project support officers.

Person specification

You will have the ability to balance strong attention to detail and analytical skills with an engaging, consultative, relationship-focused approach to working with people and with the following experience:

• Experience of working with grant funding programme with a preference for FP7, Horizon 2020 and/or Horizon Europe programmes.
• Excellent numerical skills.
• A good working knowledge of Microsoft Excel and use of accounting packages.
• Comfortable working with large volumes of data to produce finance reports.
• Confident and knowledge of working with sensitive data.
• Ability to quickly grasp the nature of a funding programme and its financial requirements.
• Being comfortable delivering under tight deadlines and competing priorities.
• Experience in building effective working relationships with team members of diverse backgrounds and expertise, both in person and virtual.
• Knowledge of or willingness to learn various internal APHA processes and procedures.
• Ability to work independently (plan and organise own work activities, resolve routine work problems and judge when to refer issues to management) and as part of a team.
• High level organisational and time management skills. Ability to manage a variety of tasks at any one time, work under pressure and achieve strict deadlines.
• Educated to A-level or equivalent, or suitable experience as detailed.

Benefits

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. Our benefits include generous annual leave, flexible working, an employer contributory pension (27%), staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme. Please see candidate information pack for more details. We also offer additional days off if accrued extra hours (flexi-time –if accumulated), three paid volunteering days per year.

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

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

After submission of the first stage of your application, you will be invited to complete a Civil Service Numerical Test. If you successfully pass the test, you will be invited to complete the final stage of the application.

Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests and application is 23:55 on 10th April 2024. If you fail to complete the online test before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

Do not leave completing the tests until the last minute in case you experience any access or technical issues. There may not be technical support available after business hours and after 2pm on the closing date of 10th April 2024. 

While the tests should work on most operating systems and modern browsers with a good internet connection, we cannot guarantee that every combination will work. At the beginning, the test will check which browser you are using, and alert you if it is likely to be incompatible.

It is highly recommended that you complete the online tests on a desktop computer, not a mobile phone or tablet.

Please note that online tests associated with this vacancy are not subject to time limits. Click https://www.gov.uk/guidance/reasonable-adjustments-for-online-tests-a-candidate-guide for test guidance

Application Process

As part of the application process you will be asked to complete a CV template and give a 500-word personal statement. You will also be required to provide two 250-word statements on the Behaviours, Managing a Quality Service and Delivering at Pace.

For the personal statement, please write up to 500 words demonstrating how you match the required skills and experience for this post.

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.

Sift and interview dates as well as the interview location to be confirmed.

Interview

If successful for an interview, you will be required to undertake an assessment on your Excel skills and details will be given at the time. You will also be invited to interview where you will be assessed on Behaviours and Experience. 

Please use the STAR technique (Situation, Task, Action, Result) to provide evidence of each behaviour at the interview.

Location

Although the main scientific activity is at Weybridge this post could be located at Worcester or York, subject to desk availability. If not based at Weybridge, there will be a requirement to visit Weybridge at least once a quarter (more in initial months) and other APHA locations and collaborators based on business needs.

Please note wherever possible we will try to accommodate your chosen location but it is dependent on space available. Unfortunately, if there is no suitable accommodation at your preferred location will not be able to offer the vacancy situated at that location but could offer you a different location. If your preferred location is at our headquarters at Weybridge, then higher security will be required in addition to all other pre-employment checks.

There will be a minimum requirement of attending the agreed location according to the need of the business. In the first three months for training you will expected to attend Weybridge regularly. Pay will be determined by location, If based at APHA Headquarters or in London than pay will be on the London Pay Scale all other locations will be on the National Pay Scale.

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 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.

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. UK residency is required from 3 to 10 years depending on the level of Security. However, 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. 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.