Admin Officer (ID1839)

Do you want a role safeguarding standards of animal and plant health and welfare? If so, we would love to hear from you!
The Animal and Plant Health Agency (APHA) is an executive agency of the Department for Environment, Food & Rural Affairs, and 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 benefit of the environment and economy.
The duties of a scientist /technician in APHA laboratories will include sample testing in order to establish the diagnosis of animal disease, monitoring animal health, screening for incursion of exotic disease, and performing statutory testing. A wide variety of tests are undertaken utilising serology, microbiology, parasitology and molecular biology techniques. All work is undertaken in a minimum of Containment level 1 facilities, with some work being undertaken at the higher containment levels. The job involves working with pathogens and hazardous samples, and must be undertaken following safe working practices as specified in instructions and safety documentation. All laboratories perform to ISO 17025 standards, and all work must conform to these standards. The APHA operate a network of laboratories offering different test portfolios at each site, requiring the job holder to understand the wider role of the department, and how this fits with other departments of the wider
agency.
This role is part-time, working Wednesday to Friday., Administrative procedures/ office duties
+ Take ownership for a set of defined admin procedures as determined by line management.
+ Ensure actions are carried out in accordance with the procedures and within the necessary timescales.
+ Providing support and guidance to others (internally & externally) on procedures.
+ Arrange despatch of packages sent via courier
Reception/Telephone Duties
+ Signing in visitors, signing in parcels, dealing with queries from the general public.
+ Operation of small desktop telephone switchboards
+ Taking incoming calls, answering simple queries or taking messages and passing them onto appropriate persons.
Office Equipment
+ The use of a range of computer software, for example, agency databases, Microsoft packages and internet. Maintain awareness of training manuals and local guidance notes on each. Be able to use and report problems for all the software in the role. The use of office equipment to include computers & peripherals, photocopiers etc.
Filing
+ Deputy Records Management Officer Role
+ Maintaining registry system.
+ Retrieve archived reports and requested by lab staff.
Purchasing
+ Responsible for ordering lab supplies including the use of I-procurement as requested.
+ Responsible for collating all purchase order paperwork, processing orders, matching, checking invoices, raising credit notes and passing to managers for approval.
Reports
+ Booking in and updating daily submissions on LIMS.
+ Extraction of test results from RL reporting system and incorporation into a Word report.
+ Responsibility for the correct storage of electronic reports.
Sample Reception
+ Unpack daily submitted samples from various APHA laboratories, checking to ensure samples match paperwork according and receiving said samples on SMS.
+ Triage samples submitted direct from Public/PVS/Outside Bodies.
Lab departments
+ Assisting in receipt of samples, booking in of samples and reporting of results where required.
+ Other lab duties as required by managers.

Person specification
The post holder will be required to:
+ Work to Agency safety and quality standards.
+ Register laboratory submissions using various APHA computer systems.
+ Provide support and undertake duties on behalf of local Quality and Safety managers.
The work of the post can be physically demanding.
The candidate must have a UK Driving Licence or be able to travel between APHA SLSD sites.

Behaviours
We'll assess you against these behaviours during the selection process:
+ Working Together
+ Making Effective Decisions
+ Delivering at Pace
+ Communicating and Influencing
We only ask for evidence of these behaviours on your application form:
+ Working Together
+ Making Effective Decisions, As part of the application process you will be asked to complete a CV-style template, personal statement and two Behaviour statements.
Please write up to 500 words detailing your suitability for the post, in particular any laboratory experience.
Please complete a statement on the specified Behaviour (250 word max).
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, Working Together.
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 successful at application stage, you will be invited to interview where you will be assessed on Behaviours and skills and experience.
A presentation or additional exercise may also be assessed.
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.
Defra includes the core department, APHA, RPA, Cefas and VMD.
The role is based at APHA Newcastle.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made., 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.
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., + 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.

Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information
This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Alongside your salary of £23,811, Animal and Plant Health Agency contributes £6,428 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
In return for your dedication, 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, flexible working, a contributory pension, staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme., New entrants are expected to start on the minimum of the pay band.