About the job

Job summary

At the Driver and Vehicle Licensing Agency (DVLA), we encourage applications from everyone, particularly groups currently underrepresented in our workforce. We pride ourselves on the positive impact diversity has and promote inclusivity and equality of opportunity for all. Our recruitment process is anonymised, which means that your name, date of birth and other personal details will not be seen by the sift panel.  

Do you enjoy working collaboratively with colleagues?

Can you use your administrative skills to manage a varied workload?

Would you like a diverse role where no two days are the same?

If so, we'd love to hear from you!

Job description

As support to both Health & Safety and Estates you will be required to provide administrative support to both respective teams. This will include creating spreadsheets on Excel, managing databases, collating information, and note-taking during a variety of meetings.

This exciting role offers variety and the independence to work autonomously. You will build and develop positive, professional working relationships with a vast range of stakeholders. This will include involvement with staff across the Agency, as well as external stakeholders, which will in turn offer the opportunity to learn more about the work taking place within the Estates directorate.

Your responsibilities will include but will not be limited to: 

• Ensuring faults are reported via a helpdesk system and monitor progress to ensure these are resolved within Service Level Agreements (SLA's). Escalate failure of service through the appropriate channels. Monitor CAFM or equivalent work order management system to ensure faults raised are correctly recorded in accordance with preferred provider descriptors and SLA’s. Monitor and respond to shared mailboxes across the Estates Team.
• Ensuring that all documentation across the group is referenced and stored accurately in line with the Agency’s information management principles.
• Allocating training to DVLA employees via the Health and Safety Management Portal for all generic and specific Health and Safety training modules. Supporting Line Managers on matters arising from DSE assessments. Monitoring joint mailboxes and advising the Health and Safety and Services Teams on any emails requiring further action.
• Supporting the Services and Health and Safety team by note taking during weekly meetings with service partners and contractors.

For further information about the role please see the attached role profile. 

Additional Information  

Whilst we welcome applications from those looking to work with us on a part time basis, there is a business requirement, for the successful candidate to be able to work at least 35 hours per week.

This role will require you to work on-site at one of our designated offices. Your primary site will be Morriston, however you may on occasion be required to travel to other offices.

Person specification

We are looking for someone who has experience of administrative work and a good standard of clerical skills. You will have working knowledge of Microsoft Excel, Word and Outlook

Building brilliant working relationships quickly and working well with others comes naturally to you, and you enjoy collaborating with a wide range of people in order to track and resolve issues within agreed timescales.

You will thrive managing a varied workload and welcome autonomy to your role, working effectively on your own initiative as well as within a team.

We strive to ensure that DVLA is a great place to work where everybody can be their true self, be treated with dignity and respect, and according to their individual needs. We have a number of staff network groups run by staff to support their colleagues. 

Due to the evolving nature of the business, vacancies can become available at any time. Therefore, this campaign may create a reserve list to fulfil demand if it arises which will be held for a period of 12 months. 

Benefits

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. 

• Best in class learning and development tailored to your role.  
• An environment with flexible working options where we encourage a great work-life balance. 
• Generous average employer contribution of 27%, depending on rate of salary and chosen pension scheme. 
• 25 days holiday, increasing by one day each year up to 30 days pro rata. 
• Access to the staff discount portal. 
• 24-hour Employee Assistance Programme providing free confidential help and advice for staff. 

There are many more opportunities and great benefits of working at DVLA, visit our Careers website for further information.   

 

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.

For this role you will need to submit a CV and personal statement of up to 750 words. We need to understand how your skills and experience meet all the essential criteria for this role. You can use any part of your life to demonstrate your skills and experience, but it must be relevant to the role. You can refer to your work experience, education, hobbies, or interests. 

You can decide the best way to structure your personal statement. You may choose to address each of the essential criteria on their own. Or you can give one example that covers all the essential criteria we are looking for. Click here for further guidance on submitting your CV and personal statement. 

It is essential when submitting your personal statement that you provide as much detail as possible, within the word count, against the essential criteria outlined below as this will be used in conjunction with your CV to assess candidate suitability to move to the next round in the recruitment process. 

For your CV and personal statement, please provide detailed evidence of your experience of the following essential criteria: 

• Demonstrating a good standard of administrative skills and competency in MS Office including Excel, Word and Outlook.
• Effectively managing your own workload, working well independently and within a team.
• Demonstrating excellent collaboration and stakeholder engagement skills.

The sift is due to take place on 24th January 2024.

Interviews will be held from 6th February 2024.

Interviews will take place at one of our designated offices, details of which will be provided to you should you be selected for interview. 

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates. 

If invited to interview, this may consist of a range of question types. These could include questions around behaviours and how you would respond in any situation as well as specific examples of things you have done. 

The selection process will be designed specifically for the role. As a result, your assessment will include: 

•              an interview

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within. 

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.  

For further information on Success Profiles visit our Careers website. 

Reasonable Adjustments

As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.

Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need during the recruitment process. For instance, you may need wheelchair access at an interview, or if you’re deaf, a Language Service Professional.

If you need a reasonable adjustment so that you can complete your application, you should contact Government Recruitment Service via dftrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Document 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.

This job advert contains links to the DfT Careers website. Our website provides useful guidance and information that can support you during the application process. If you cannot access the information on our website for any reason, please email DRGComms@dft.gov.uk for assistance.

Further Information

For more information about how we hire, and for useful tips on submitting your application for this role, visit the How We Hire page of our DfT Careers website. You can find detailed information about the recruitment process and what to expect when applying for a role.

Pre-employment Checking

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.

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.