Administrative Officer (ID4866)
Thirsk
New Jobs
Permanent
£27,001 a year
- The role involves providing administrative support, coordinating tasks, and ensuring efficient operation within the Animal and Plant Health Agency.
- The ideal candidate should possess strong organisational skills, attention to detail, and relevant administrative experience in a public service or scientific environment.
- This permanent position is based in Thirsk offering full-time, part-time, or job share options along with a competitive salary and a generous pension scheme.
Details
Reference number
Salary
Job grade
Contract type
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Type of role
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Number of jobs available
Contents
- Location
- About the job
- Benefits
- Things you need to know
- Apply and further information
Location
About the job
Job summary
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.
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, because it helps us be more innovative and make better decisions. We are dedicated to being an inclusive employer, offering equitable opportunities for all individuals. Our goal is to build a diverse workforce, and we hope to attract applications from all backgrounds and underrepresented groups.
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.
In this role you will provide general administrative support to the Surveillance and Laboratory Services Department, which works to safeguard animal health and welfare.
Job description
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
- 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 Laboratory Information Management System (LIMS)
- Extraction of test results from RL reporting system and incorporation into a Word report
- Responsibility for the correct storage of electronic reports
Work to Agency safety and quality standards
Person specification
Experience and skills:
You will need to demonstrate the following:
- Be well organised
- Respond positively to change
- Have previous customer service experience
- Be accurate in inputting data and collating / filing paperwork
Workplace arrangements
The post holder must work from the location listed in the Location section of the advert.
This post requires you to be in the office at Thirsk 5 days a week or less if part-time on a job share.
Ways of working
Out of hours work may be required. When overtime or out-of-hours work is required, APHA Management reserves the right to change overtime patterns to meet requirements. You may be eligible for overtime payments and where overtime is approved you will receive appropriate payment.
A valid full driving licence is necessary or access to an alternative means of transport.
Health clearance
The post will require Health clearance. You will be expected to complete a questionnaire on your general health. This will be arranged by the Health Team, Weybridge.
Behaviours
We'll assess you against these behaviours during the selection process:
- Making Effective Decisions
- Working Together
We only ask for evidence of these behaviours on your application form:
- Making Effective Decisions
Benefits
Further benefits offered also include:
- A minimum of 25 days of paid annual leave, increasing by 1 day per year up to a maximum of 30.
- An extensive range of learning & professional development opportunities tailored to your role.
- Access to a range of retail, travel and lifestyle employee discounts.
- Staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme.
- Three days special leave with pay, per year, for volunteering (pro-rata for part time employees).
- Making it work for you - With so many flexible options, most people can find a work schedule to suit their circumstances.
These are just a few of our benefits we offer. To find out the full range of what we offer refer to the Information Pack attached for more detail.
Learning and Development
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. This can include a variety of courses, Apprenticeships, paid Masters and PhD and on-the-job training specific to your role.
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.
Things you need to know
Artificial intelligence
Selection process details
Application Process
After submission of the first stage of your application you will be invited to complete a 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 is 23:55 on 28th September 2026. 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.
For more guidance about the online Civil Service tests, please see the GOV.UK website: Civil Service online tests - GOV.UK (www.gov.uk)
Online test maintenance
You will be directed to the Talogy - True Talent ? Scheduled Maintenance Window Webpage for online tests during an outage.
Our online test supplier will be performing scheduled maintenance between 12pm and 1pm on 13th September 2026. You will be unable to access tests during this period.
If you are in the middle of a test when the maintenance begins, your progress will be paused. You will be able to resume your test from where you left off via your application centre once the downtime has ended. Please note that you will not be able to launch any new tests while the system is offline.
You will also be required to complete the following as part of your application:
- A CV-style application submitted through an online tool accessed through the Civil Service Jobs website. There is no requirement to upload your personal CV.
- A 500-word Personal Statement of how you match the details in the Person Specification ? the written evidence you provide must relate to your own experiences. We encourage you to use the full word allowance of the Personal Statement but not to exceed it
- A 250-word Behaviour Statement for the following Behaviour, Making Effective Decisions. Please use the STAR technique (Situation Task, Action, Result) to provide evidence of the Behaviours in your application.
CV Guidance
Your CV should consist of your career history, including any key achievements and your main responsibilities in each role and be no longer than 2 pages. Your CV will be used to provide further context on your Personal Statement and scored against the essential criteria.
Personal Statement Guidance
When completing your Personal Statement, please read and understand the Person Specification thoroughly, as this is what your written evidence will be assessed against. Please ensure you evidence the key personal qualities and experiences that align with the criteria. Consider the Job Description and look to demonstrate how your previous experience may align with the expectations and be applicable to the role. The written evidence you provide must relate to your own experiences. Your layout is entirely your preference; you may choose narrative, bullets, etc.
Scoring for all criteria of the application is from 1 to 7 ? A score of 4 and above in each area will progress to interview unless there is a large number of applications. In this instance, an initial sift will be conducted using the CV style Application form and Behaviours. The panel may agree a benchmark score higher than 4 with a rationale for the decision. Any candidates applying under the Disability Confident Scheme who scores 4 or above on all of the criteria will be offered an interview. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview.
For further guidance and information on how to construct your application (CV style application, Personal Statement and Behaviours), you are encouraged to visit the Civil Service Careers website. How to write your CV , Civil Service Careers
Eligibility
Please take extra care to tick the correct boxes in the eligibility sections of your application form. We understand mistakes sometimes happen but if you contact us later than two working days (Monday-Friday) before the vacancy closes, we will not be able to reopen your application for you. If you do make a mistake, please contact us via Science.DirectorateHR@apha.gov.uk with the vacancy reference number, your applicant reference number, and the closing date.
Interview
If successful at application stage, you will be invited to interview where you will be assessed on
- Your previous experiences relevant to the role requirements outlined in the advert following the Success Profiles: Experience - GOV.UK
- Behaviours ? Working Together. The Behaviour criteria outlined in the Success Profiles: Civil Service behaviours - GOV.UK framework for AO positions. Please use the STAR technique (Situation, Task, Action, Result) to provide evidence of the Behaviours in your interview.
- A selection of Strength based questions related to the role requirements. Following the Success Profiles: Strengths - GOV.UK framework. There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.
If you are selected for interview, you will receive an electronic notification to your Civil Service Jobs account.
Upon receiving the interview invitation, please log into the system to schedule your interview slot in advance.
Your interview will be conducted on-line on in-person. You will be notified of the location when you are invited for interview.
Sift and interview dates to be confirmed.
The interview will follow a blended approach and will last approximately 45 minutes.
A blended interview aims to be more of a conversation at interview, offering a more inclusive approach.
The Strength and Behaviour based questioning explores what the candidate can and has done, but also their potential.
Behavioural questions will explore what you have done in previous jobs or experiences as well as what you have achieved and/or learned.
Strength questions will explore what you enjoy and your motivations relevant to the job role.
This is an example of a strengths-based question:
?It is often said that the customer's needs should come first. To what extent do you agree or disagree with this statement??
Feedback will only be provided if you attend an interview or assessment.
Reserve List
A reserve list may be held for a period of 12 months from which further appointments can be made.
After the interview
Once all the interviews have been conducted, candidates will be notified of the outcome by email. If you are successful at the interview stage, we will be in touch to offer you a role. Offers will be made in merit order.
Location
Please be aware that this role(s) will be contractually based in a Defra group workplace/office. The successful candidate is required to carry out all their duties from a UK location (excluding Northern Ireland) and cannot do so from an overseas location at any time.
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.
This post requires you to be working in the Thirsk office five days per week or less if part-time on a job share.
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.
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.
Salary
New entrants to the Civil Service are expected to start on the minimum of the pay band.
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.
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.
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.
Working Pattern
This role is available on a full-time basis. We may consider two part-time staff on a job share basis, where continuity can be arranged.
We welcome applications from individuals seeking alternative working patterns; however, preferred arrangements may not always be possible. Applicants are encouraged to discuss their preferences with the vacancy holder at interview or offer stage.
Childcare Vouchers
Any move to DEFRA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
Medical
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)
- 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 .
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Abigail Lambert
- Email : abigail.lambert@apha.gov.uk
Recruitment team
- Email : defrarecruitment.grs@cabinetoffice.gov.uk
Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here
Thirsk
New Jobs
Permanent
£27,001 a year