About the job

Job summary

APHA is a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions. 

Working within the Plant and Bee Health Technical Extension Team, the purpose of the job is to support external engagement co-ordination, administration and logistics and assist in the day-to-day management of ongoing internal training delivery and development of new training.  

Provide all aspects of programme, logistical, and administrative support to the Plant Health Extension Team including office and field-based colleagues as well as acting as a first point of call on engagement and training, for new starters and experienced inspectors.

Job description

Co-ordination and logistical support:

• Provide logistical support for the Engagement and Training Technical Advice Panels (TAPs), including responding promptly to engagement and training queries, resolving technical issues & dispatching equipment for engagement and training events.
• Procurement for both the engagement and training TAP’s including raising Purchase Orders for shows, events, training workshops, general equipment and the Royal Society of Biology (RSB) membership/Plant health register for new and experienced inspectors.
• Management of engagement and training equipment and materials, including monitoring stocks, ordering, storing and dispatch to events and shows and management of the engagement and training area of the equipment store.
• Assist with the operation, management and maintenance of the Plant & Bee Health Engagement and Training Sharepoint Online areas, Content Cloud ISO document control and updates of the Alchemy Induction Pathway.
• Book stands at external shows and events, dealing with venues and suppliers completing all required forms, paperwork and online registration.
• Book and administer external training courses, dealing with venues and suppliers.
• Promote and enrol inspectors on internal and external training courses.
• Support and assist onboarding and training of PHSI inspectors, apprentices and contractors.
• Assist in arranging, setting up and running virtual and in-person training sessions and engagement events.
• Assist in delivery of the Annual Technical Meeting, plant health symposium, technical refreshers, and other training and awareness sessions.
• Identify opportunities for trainee inspectors to present work/projects (e.g., via plant health symposia)
• Provide cover to assist with collation, production and circulation of internal publications including the Plant and Bee Health (PBH) Weekly Update and the monthly PBH Newsletter.

Data collation and reporting:

• Using Microsoft Excel to collate data and produce reports.
• Working with the Engagement Manager, preparation and collation of engagement data and feedback information from external shows and events to ensure quarterly KPI reports are completed accurately and on time.
• Working with the Training Manager, preparation and collation of training information for audit and quality assurance, to ensure compliant records are maintained.
• Monitor and collate training records for all staff across all PHSI training areas to provide management information.
• Complete data processing and management information reporting of training trackers and master lists, using Sharepoint Online and Excel.
• Provide regular updates on inspectors and apprenticeship training progress.
• Help in collating assessments of new starters.
• Collate quarterly progress reports from external apprenticeship provider, combining them with APHA training progress reports to produce a summary of progress and take action where necessary.
• Assist training manager in carrying out a regular review of training milestones and workstreams as part of the 5-year training strategy.

Frontline customer service duties, which include telephone, email and paper correspondence:

• Regular monitoring of the engagement and training (TAPs) mailbox to manage and respond effectively to the queries received from stakeholders, external collaborators, inspectors, apprentices, and managers.
• Arranging meetings, preparing agendas, and producing minutes and tracking action completion following meetings and providing updates.

Person specification

Licences

A full driving license is essential.

You will be required to work from the Sand Hutton office and with agreement occasionally at other sites and to occasionally work outside of office hours.

The role involves handling, packaging and dispatching equipment and materials, which can sometimes be heavy or awkward to handle. Full training in manual-handling will be provided.

Experience

• Working as part of a team and on own initiative with minimum supervision.
• Managing own work priorities.
• Working effectively with fluctuating workloads showing the ability to meet tight deadlines, whilst continuing to maintain a high standard of work.
• Working with computers and practical keyboard skills.
• Microsoft Office to include Word and Excel, PowerPoint, and the effective use of email.

Knowledge/Key Skills

• Excellent organisational skills
• Effective interpersonal and communication skills with the ability to build sound working relationships and to deal effectively with a wide range of internal and external contacts.
• Demonstrable written and oral communication skills.
• Effective telephone manner and the ability to deal diplomatically and tactfully with a wide range of people and customers, both internal (Agency and across government) and external (stakeholders and contractors).
• Flexible attitude and adaptability to changing priorities and situations.
• Strong Microsoft Office skills, with wide experience in Excel and Word.
• A demonstrable aptitude for learning new bespoke specialist computer systems, including databases and web-based applications/software.
• Data collation and analysis

Benefits

Alongside your salary of £27,470, Animal and Plant Health Agency contributes £7,417 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

After submission of the first stage of your application you will be invited to complete a Civil Service Numerical Test, Civil Service Verbal 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 full written application  is 23:55 on 10th June 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.

As part of the selection process you will be asked to provide: 

• a CV detailing your relevant experience and qualifications
• a 500 word personal statement showing how you meet the criteria as outlined above

You will be expected to demonstrate in your Personal Statement the following:

• Demonstrate how your qualifications and experience of the essential criteria listed will enable you to deliver the role as outlined in the job description

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 Behaviours, Experience &  Strengths under the Success Profile Framework. 

When giving your Behaviour answers you should focus on very specific examples and frame your answer using the STAR method.

All interviews will be conducted virtually via MS Teams. 

Location 

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.

Loan/Fixed Term Appointments

This is a Fixed-term Appointment as Plant and Bee Health Engagement & Training Programme Support on the Plant & Bee Health Technical Extension Team

The post requires temporary cover, for no more than 12 months, pending potential approval of a permanent post. The fixed term will end (if the post has been approved as permanent) when the permanent recruitment completes or will end on the fixed term end date if the post has not been approved as permanent.  

Your responsibilities will include providing all aspects of programme, logistical, and administrative support to the Plant Health Extension Team including office and field-based colleagues as well as acting as a first point of call on engagement and training, for new starters and experienced inspectors.

This post will therefore begin from the candidate's start date and end after 12 months.  

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.