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Operational Delivery
Quality
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About the job
Benefits
Things you need to know
Apply and further information
Location
About the job
Job summary
We welcome applications from every part of the community, and we don’t discriminate against any gender identity. We’re especially interested to hear from underrepresented groups in the DfT such as gender diverse, ethnic minority, LGBT+ and disabled candidates.
- Do you have excellent communication skills?
- Do you thrive in a fast-paced, changing environment?
- Do you enjoy working to tight deadlines?
If so, we would love to hear from you!
Job description
The role of the Administration Officer is to ensure that the work that VCA produces is delivered on time and to the quality standards we expect. This means good attention to detail and a desire to provide excellent customer service. This is an ideal opportunity for a highly organised individual who thrives on responsibility and enjoys working with multiple departments and stakeholders within a busy environment.
A typical day might involve reviewing the work of our technical teams by completing an administrative check of the documents before issuing approvals to a vehicle manufacturer. You may need to query and resolve issues before the approval can be issued. You will be an excellent communicator, both written and verbally, and have excellent attention to detail when checking documentation for accuracy of data entry.
You will be using Microsoft products such as Word and Outlook and be using our internal systems to keep records up to date on a daily basis and so the ability to use IT systems is essential.
Where the job fits within the VCA
The Vehicle Certification Agency is the designated UK Vehicle Type Approval Authority and is an Executive agency of the Department for Transport with over 30 years’ experience supporting industry by providing internationally recognised testing and certification for vehicles, their systems, and components. The Agency headquarters are located in Bristol with further UK offices on the HORIBA MIRA proving ground in the Midlands, and on the UTAC-Millbrook Proving Ground in Bedfordshire.
These roles could be based in any of our operational delivery departments in VCA in either our Bristol or Nuneaton offices. You will be an important part of VCA, working across departments to support our activities and deliver our services to the automotive industry. This post will be an exciting dynamic role, encompassing a variety of administrative support working, engaging with colleagues in the UK and overseas.
One of these departments could be Statutory Operations, read and see more about working in Statutory Operations here!
Your main duties will include:
- Checking of manufacturer’s documentation to facilitate the issue of high-quality documentation correctly first time. This will involve referencing and validating against multiple data/information sources.
- Actively monitor, respond to and file appropriately correspondence received in shared mailboxes.
- Answering enquiries via Microsoft Teams (calls & messages) and e-mail.
- Issuing documentation within agreed time frames and service level agreements (SLAs) (internal & external) to VCA customers.
- Keeping all VCA stakeholders informed on the progress and extent of current workload to facilitate efficient decision making, planning and delivery of work areas.
- Processing manufacturer applications (type approval & legislative provisions) and accurately transposing information into VCA’s systems in line with our processes.
- Drafting and issuing certificates in line with procedures with attention to detail, ensuring a high-quality product.
- Responding to customer requests in a timely manner (observing SLA’s where applicable) either directly or by forwarding on to the correct department within VCA.
- Follow processes to ensure consistency and quality with the ability to be inquisitive and suggest improvements when identified.
- Working within document storage systems both internally and externally to ensure secure transfer of customer files.
For further information, please see the attached Role Profile
Person specification
About You
We are looking for individuals with the following:
- Experience of using a range of Microsoft packages e.g. Word, Powerpoint and Excel
- An example of where you have maintained focus to achieve a quality result
- An example of where you have had to manage your own time.
Additional Information
A minimum of 60% of your working time should be spent at your principal workplace or on location testing.
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 30 hours per week over 5 days.
There will be occasional travel to sites across the UK.
Development Opportunities
This is an excellent opportunity to join VCA and this role could become a springboard to a future career in the Civil Service with us. As part of this role, we will develop your skills and give you the experience to progress within VCA. Many colleagues who have joined VCA at AO level have gone on to achieve multiple promotions internally and move into management roles, or progress their careers in different areas such as IT or HR.
Some of the development opportunities we will seek to offer include:
- Training opportunities to develop knowledge on:
- Operational Delivery Profession Development Pathway.
- Colleague knowledge sharing.
- Access to a broad network of eLearning through the Civil Service.
- External training courses and apprenticeships.
Microsoft products
Automotive type-approval legislation
Technical automotive subjects relevant to Type Approval
Quality systems
Qualifications
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Developing Self and Others
Benefits
The Vehicle Certification Agency is the designated UK Vehicle Type Approval Authority. We have over 30 years’ experience supporting industry by providing internationally recognised testing and certification for vehicles, their systems and components.
If you would like to read more about VCA and the benefits of working for us, visit our Careers website!
Things you need to know
Selection process details
How to Apply
When considering applying please look at how your experience relates to the role, and within your CV and Personal Statement please provide detailed evidence of your experience of the following:
- Experience of using a range of Microsoft packages e.g. Word, Powerpoint and Excel.
- An example of where you have maintained focus to achieve a quality result.
- An example of where you have had to manage your own time.
Your personal statement should be a maximum of 750 words and we recommend a minimum of 250 words for each of the bullet points above.
Click play on the below video for further support for your CV, personal statement and interview.
Sift and Interview
The sift is due to take place from 8th April 2024.
Interviews are likely to be held from 22nd April 2024.
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.
The selection process will be designed specifically for the role. As a result, your assessment will include:
- An Interview
This interview will be conducted via Teams. Further details will be provided to you should you be selected for 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.
Please note that VCA are unable to offer VISA sponsorship.
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.
Feedback will only be provided if you attend an interview or assessment.
Security
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
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website Here
