About the job

Job summary

Are you looking for a role that provides personal development and career progression? 

Do you have an interest in the environment and want to work in a team that is committed to reversing biodiversity loss? 

Are you highly organised and enjoy supporting others to deliver their roles? 

Do you want to work as part of a great team in the International Biodiversity and Climate (IBC) Directorate?

If yes then please read on... 

IBC is a dynamic and friendly directorate, offering varied and rewarding roles with the opportunity to make a real difference to the long-term future of our planet. We are focussed on driving a shift to a nature-positive world: reversing biodiversity loss, restoring ecosystems, tackling climate change and contributing to global poverty reduction. Examples of work our include:  

• Negotiating, agreeing and delivering effective global frameworks for protecting and promoting nature and biodiversity through the UN system and multilateral environment agreements.   
• Protecting endangered plants and animals from the threats of international trade.  
• Mobilising finance for nature and shifting the international finance system to be nature positive   
• Promoting a move to sustainable supply chains and production to end commodity driven deforestation and reduce the UK’s global environmental footprint.   
• Supporting developing countries to achieve positive impacts on climate, biodiversity, health and poverty through Official Development Assistance (ODA) funds.   

Job description

Working in an Executive Assistant role, you will be responsible for providing comprehensive support to one or more Director/s or Deputy Directors and their wider team, making sure their divisions in the IBC Directorate run effectively and efficiently.

In many instances you will be the first point of contact and will need to be confident in engaging with internal and external colleagues to field queries and build relationships. The role calls for a highly organised individual who takes responsibility, works independently, is innovative and offers their own ideas.

This role provides a great opportunity for the post-holder to have visibility of the breadth of work that the Directorate delivers and develop an understanding of the work in this team and across Defra. You will be able to develop a good overview of Defra Group priorities, the wider drivers for change, and opportunities for improvements. There is the possibility of studying for an apprenticeship as part of this role with time allocated for attendance at college.

Some of the activities that this role will be delivering include:  

• Organisational support and ensuring the smooth running of the Director/Deputy Director’s day to day business and engagement across the Division 
• Managing all meetings and diary requests for the Director/Deputy Director/s and any associated meetings they are chairing/organising   
• Continuous monitoring of the Director/Deputy Director’s inbox with prioritisation of incoming emails, flagging urgent matters at the earliest and appropriate moment, and responding accurately within deadlines.  
• Working with Director/Deputy Directors to ensure they are adequately prepared for meetings (e.g. preparing briefing packs)  
• Providing expert insights to the Director/Deputy Director’s preferences in terms of time and workload management, working with multiple contacts to ensure that expectations are met.  
• Logistics support including booking meeting rooms, travel and accommodation for Director/Deputy Director and wider team as appropriate.  
• Proactively working with colleagues internally and across Government on delivering other tasks, actions and commissions, ensuring successful and timely delivery as requested.  
• Working effectively as a member of the wider Executive Officers Team supporting colleagues through sharing of experience best practice and providing cover when required.  

This is not an exhaustive list but gives a good feel for the role. You may be asked to work flexibly and deliver work outside of the above job description to support the Director/Deputy Director as well as the wider team.  There is an opportunity for the successful post holders to shape their role and to contribute to team and directorate level initiatives. In this role you will be an important member of the wider team who will both support you and rely on you as a valuable colleague. Further you will be expected to promote civil service values and will be encouraged to take part in directorate and department-wide initiatives.

Your personal qualities are extremely important to us: this is a varied role, and we don’t expect you to be an expert on everything at the outset. You will be able to develop a good overview of Defra Group priorities, the wider drivers for change, and opportunities for improvements.  

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including people from ethnic minority backgrounds, people with a disability, people with gender diverse identities and people from lower socio-economic backgrounds. 

Person specification

Essential Skills & Experience:

• Proficient in Microsoft Office, including Word, Excel and Outlook.
• Highly organised individual with the ability to manage multiple tasks.
• Experience with diary management.
• Excellent communication skills - must be confident dealing with a variety of individuals in person, on the phone and through email.
• Experience of establishing and managing effective relationships with a range of internal and external stakeholders. 

Your personal qualities are extremely important to us: this is a varied role, and we don’t expect you to be an expert on everything at the outset. 

Benefits

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

Application Process  

As part of the application process you will be asked to complete a CV, personal statement (500 words) and one behaviour statement on Delivering at Pace.

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

The sift will be conducted on the CV, Personal Statement and the lead behaviour, Delivering at Pace.

Should a large number of applications be received, an initial sift may be conducted using the Personal Statement. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

Sift and interview dates to be confirmed.
 
Interview  

If successful at application stage, you will be invited to interview where you will be assessed on the three behaviours outlined above and strength based questions.  
 
A presentation or additional exercise may also be assessed.

Interview will be conducted via video link.

Location

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.

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 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.

Higher Security Clearance 

For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting

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.