About the job

Job summary

Defra group is currently contracted to take a diverse range of shared services from our outsourced provider, Shared Services Connected Ltd (SSCL), through the Cabinet Office Shared Services for Government (SSfG) Framework. Across these services, there are two contracts: Defra group and Environment Agency, but diverse service offerings with differing reporting and dispersed governance which this team supports.

This role is part of the Systems and Service Improvement arm of the wider Defra Shared Services team (DGSS) and assists in the business-as-usual operation and availability of the Corporate Services Enterprise Resource Planning (ERP) system and other dependent systems and interfaces for the whole Defra group that supports more than 20,000 users daily. It reports to the Systems Manager. Please note this is not a role that gives access to programming work or technical access to systems, this is a business facing liaison role.

The post holder will work with key internal and external stakeholders to deliver an improved user experience.

Job description

You will be accountable for/ expected to:

Support project work by coordinating testing activities working with system manager and business leads where appropriate.  Deputize on appropriate Boards and attend calls and meetings as required. Out of hours testing at evenings and weekends may be a requirement.

Troubleshoot with Systems Manager disruptions to service and work with colleagues and service partners to arrive at either resolution or acceptable short-term workarounds.  Issue communications to ensure users are aware of both planned and unplanned downtime and progress on remedial actions.

Work as part of the systems team to deliver systems elements of the shared services improvements programme across Defra group by working with the teams improvement officer, process owners and SSCL to deliver required outcomes.

Work with Corporate Services functions, process owners and the Service Improvement Manager to improve linkages across the Defra group and any system related opportunities for convergence (processes or otherwise) ideally to standardize functionality and improvements.

Be the Defra group expert representative at ‘sprint’ events, work with and guide subject matter experts or green users through the process to arrive at system or process improvements and communicate with functions on expected benefits.

Uphold and improve supplier and customer relationship management by establishing and maintaining excellent relationships with internal and external stakeholders, partners and networks across government.

Develop and promote the use of technology within the DgSS wider team. Examples of where you will assist include monitoring Yammer and team use of SharePoint. You will be the focal point for assistance for all system use within the team.

Assist Head of Systems and Improvement in financial work connected with the SSCL contract i.e., forecasting services, validating monthly actual spend and raising requisitions as required.

As systems work can be scaled up or down as appropriate or driven by the contract life cycle, there may be periods where the Systems Manager may ask you to assist in wider initiatives across the whole DgSS portfolio.

Person specification

Essential skills and experience:

• Experience in working with IT systems (especially ERP systems) from a business rather than technical delivery perspective
• Project management experience and the ability to adapt to work to tight deadlines that change quickly
• An in depth understanding and experience of both Shared Services systems (possibly including SOP) and processes including those used across HR, Finance & Commercial functions
• Strong knowledge and understanding of the Government Shared Services strategy and processes, and, the Shared Services agreement with SSCL would be highly advantageous
• The ability to write concise communications appropriate for a wide audience
• A proven self-starter, comfortable with working unsupervised at times and as part of a geographically dispersed team
• The role holder is expected to complete the Contract Management Capabilities Programme (CMCP) to the required level – the SSCL contract is a Gold Standard contract, as such it requires a minimum of Foundation level

Benefits

Alongside your salary of £32,136, Department for Environment, Food and Rural Affairs contributes £8,676 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, personal statement and behaviour statements of up to 250 words.

In your personal statement please advise how you meet the essential skills and experience required for this role (250 word max).

Applicants will be expected to demonstrate the essential role requirements within the application behaviour responses.

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, Communicating & Influencing.  Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

Sifting will take place week commencing 15 January 2024.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on your behaviours.

A presentation or additional exercise may also be assessed.

Interviews to be held via video link.

Interviews are scheduled to take place week commencing 29 January 2024 but may be subject to change.

Location

Please be aware that this role will be contractually based in a Defra group workplace/office. As we are a national organization, our team is spread across offices in the UK and you will be expected to travel as deemed necessary and appropriate to engage with your team and stakeholders.

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.

Internal (core Defra) employees can apply for this role and choose to remain in their current location or to be based in one of the advertised locations.

All other applicants will be based in one of the advertised locations.

Successful candidates are expected to work from one of the office locations listed in this advert. 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.

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 

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.