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About the job
Job summary
Do you have excellent communication skills, thrive in a fast-paced, common sense driven, changing environment and enjoy working to tight deadlines? If so, we would love to hear from you!
The Animal Plant Health Agency (APHA) is a government agency that sits within the Department for Environment, Food and Rural Affairs. APHA 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 the benefit of the environment and economy.
The Science Directorate (SD) delivers high quality, high impact and highly relevant multidisciplinary science. Our People are diverse, talented, engaged and inspired to deliver innovative outcomes and you will be part of this workforce supporting our staff.
The role of the Admin Team Leader is to lead and manage a small administrative team and act as the focal point of contact for all administrative, purchasing and finance activities supporting one science department. In liaison with the department’s Business Manager, the post holder is responsible for implementing financial routines, and administrative processes, corporate initiatives, planning, prioritising and allocating admin/finance work following a common SD approach. The post holder will provide assistance as part of the wider SD administrative team to cover staff resource issues or other duties in the event of urgent work or a disease outbreak.
Job description
As an administrative Team Leader your role will be varied and will require the flexibility to turn your hand to different tasks as the situation demands. Working closely with the department Business Manager duties will include, but not be limited to:
Finance - Daily
- Understand and follow accounting principles, monthly, quarterly and end of year routines. Using Oracle-SOP purchasing software raise or approve purchasing requisitions following APHA purchasing regulations.
- Carry out monthly financial housekeeping.
- Fully understand department budgets. Initiate own department’s annual expenditure budget round. Monitor and analyse expenditure variances in-year. Prepare monthly expenditure forecasts.
- Department contact for: Oracle Time Recording related routines and queries, procurement, i-expenses, invoice payment, staff hours plan, new suppliers, foreign orders and payments, adjustment journals, capital purchases, and fixed asset verification.
Department support
Point of contact for administration matters which may include support for HOD, organisation charts, staff resource data, specialist purchasing preparation, meetings secretariat and minute taking, test reporting, PA duties, visitors, estates issues, STaR Award management, absence records, fixed assets and equipment/asset register, plus ad hoc tasks pertinent to grade, where sensitivity and confidentiality is paramount.
- Proactively ensure finance and admin issues and anomalies are queried and resolved.
- Follow APHA Health & Safety policies to ensure a safe working environment.
- Work within recognised Quality accreditation standards to ensure compliance
Recruitment – when vacancies arise.
- Work with the vacancy holder and local People Team to ensure correct approval processes are followed.
- Oversee the recruitment process: upload the vacancy details, support the vacancy holder through sift & interview arrangements, set up interview panels, candidate security and paperwork checks, and results upload.
- Manage the Oracle SOP ‘New Starter’ process with the vacancy holder, including procuring IT kit and i-phones.
- Ensure monitoring spreadsheets are regularly updated to inform other areas of the business.
People & Communication
- Lead and manage up to three AO staff.
- Ensure consistent communication flow with local Business Manager, Science Admin Manager, Head of Department,
Lead Scientists, Finance, CAPS, SD People Team, Finance BP. - Proactively follow up all requests for assistance to manage stakeholder expectations.
Corporate Governance – quarterly and six monthly
Work with Line Manager to complete own department annual and bi-annual Governance returns, Business Continuity Plan, and quarterly Fraud and Error.
Person specification
You will be working in a fast paced, reactive role supported by a friendly team who all work together to support the Scientists in their roles. You will be required to demonstrate skills and experience in the following:
Skills/Experience
- Working in a purchasing or finance environment.
- Experience of purchasing processes
- Evidence of People Management.
- Intermediate standard MS Office Excel and Word
- High standard of written and verbal English and the ability to communicate cogently and persuasively with individuals at senior levels.
- Experience of minute taking and action logs.
- Experience of problem solving using research and investigation skills.
- Experience of working on own initiative and prioritise own and teams’ work whilst maintaining sensitivity and confidentiality relevant to the task.
Licences
Behaviours
We'll assess you against these behaviours during the selection process:
- Making Effective Decisions
- Delivering at Pace
- Working Together
- Changing and Improving
We only ask for evidence of these behaviours on your application form:
- Making Effective Decisions
Technical skills
We'll assess you against these technical skills during the selection process:
- Excel test at interview
Benefits
In return for your dedication and hard work, 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, a generous employee contributory pension(27%), staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme, reward vouchers and in-year bonuses. We also offer additional days off if accrued extra hours (flexi-time –if accumulated), three paid volunteering days per year, onsite canteen and free parking. Further details can be found in the Candidate Information Pack.
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
Application process
As part of the application process you will be asked to complete a CV (job history and qualifications), personal statement (500 words), and a Behaviour example (250 words) Making Effective Decisions using the Situation, Task, Action and Result STAR technique.
Further details around what this will entail are listed on the application form.
Your Personal Statement should be a maximum of 500 words and should provide evidence of how your skills and experience meet the requirements of the role as detailed in the person specification:
- Working in a procurement or finance team or in a role with financial responsibility
- Experience of procurement processes
- Evidence of People Management. Knowledge of recruitment processes
- Working with MS Office Excel and Word
- High standard of written and verbal communication and the ability to interact effectively with individuals at various seniority levels
- Ability to problem solve and prioritise own and teams’ work
- Ability to work on own initiative maintaining sensitivity and confidentiality relevant to the task.
Sift
Should a large number of applications be received, an initial sift may be conducted using the lead behaviour: Making Effective Decisions.
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 invited to interview you will be required to complete a short Excel test which will become part of your overall interview score. At interview you will be assessed on Strengths, Skills and Experience, and the following Behaviours:
- Making Effective Decisions
- Delivering at Pace
- Working Together
- Changing and Improving
Technical - Your Excel skills will be tested at interview.
Location
The role is based at our Weybridge site where the team is located.
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.
Flexibility in working hours / out of hours work may be required if called upon to finish a particularly urgent task or in the event of a disease outbreak.
The post is full-time, we may consider two part-time staff on a job-share basis if continuity can be arranged.
The successful candidate will need to comply with a basic Health Checks.
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.
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.
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 Government’s response to national emergencies including disease outbreaks. For this reason all postholders 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. Applicantsmust be currently resident in the UK & have at least three years continuous UK residency as this is a requirement to work at the Weybridge site where the team and work is situated. However residency qualification maybe reduced for certain roles and will be considered on a case by case basis.
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.
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
See our vetting charter (opens in a new window).
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
Working for the Civil Service
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).
Apply and further information
Contact point for applicants
Job contact :
Recruitment team
Further information
Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here to visit Civil Service Commission.
