Summary

We are the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry and sustaining a thriving rural economy. Our broad remit means we play a major role in people’s day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

If you are equally passionate about protecting our environment but also want a rewarding career, then a business apprenticeship within our European and International directorate could provide the opportunity you are seeking.

About the Job

If you would like to play your part of working within a team that helps to support a directorate that leads on negotiating new UK trade deals then please apply! We can’t wait to hear from you!

Executive Officers play an important role in supporting the day-to-day work across Defra through administrative, corporate, policy, strategic and delivery activities.

We have three vacancies for someone to provide administrative and diary support to our Deputy Directors and assistant private secretary support to our co-Directors.

These are permanent positions and as part of the role you’ll undertake a Business Administration Apprenticeship at Level 3. This is the academic equivalent of two ‘A’ Levels. We will enrol you onto the apprenticeship shortly after you join, and it will typically take 18 months to complete. On successful completion of the apprenticeship your employment will continue with us.

Job description

You will work in a fast-paced and exciting environment where you will need to anticipate and resolve issues, prioritise competing demands and successfully support our Deputy Directors so they are able to deliver their responsibilities. This will be by managing their busy diaries and providing administrative support. For the position of assistant private secretary to the co-Directors, you will be assisting the private secretary and diary secretary to resolve queries and manage requests for the attention of the Directors.

You will foster great working relationships through working closely with Directorate teams and senior colleagues to deliver the Directors’ interests and priorities. These roles are fast paced, requiring diligence and an aptitude to resolve issues and prioritise competing demands to provide an excellent support function to the co-Directors and Deputy directors.

Responsibilities

Key responsibilities include:

• Management of the Deputy Directors diary, including arranging all internal and external meetings and travel, dealing with conflicting engagements and finding ways of resolving competing priorities Book travel

for Deputy Directors to other Defra Sites and occasionally overseas travel for negotiations.

• Confidently and accurately relaying the views and opinions of your Deputy Directors and other staff within the Directorate.

• Book Meeting rooms for Deputy Directors Large scale meetings, coordinating access between multiple Defra work sites and those working from home.

• Building and maintaining excellent relations with other PAs across DEFRA and across government, and with other staff within the Directorate and wider DEFRA.

Key responsibilities for the assistant private secretary include:

• You will support the private secretary to address and action queries and requests on behalf of the Directors. Working closely with the Director Support and DD Support teams, Directorate teams and senior colleagues to deliver the Directors’ interests and priorities. Monitoring progress, exploring problems, and negotiating solutions in a timely way.

• You will be responsible for an agreed portfolio of work on behalf of the Directors. You will take proactive steps to understand the responsibilities of the policy teams you help support, identify issues and troubleshoot to ensure accuracy of information and responses on behalf of the Directors.

• Assist the private secretary to commission and delegate briefings, requests for information and corporate tasks to Deputy Directors and teams. Retaining oversight of your portfolio to ensure comprehensive and quality information is delivered in a timely way.

• In the delivery of your portfolio responsibilities, you will work effectively with Deputy Directors, Private Offices and briefing leads to ensure that Directors receive high quality information to their preferences in a timely way for all internal and external meetings.

What You Can Bring to Defra?

We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from under-represented groups, including Black, Asian and Minority Ethnic (B.A.M.E) people, people with a disability, and people with gender diverse identities. So irrespective of your age or background, if you would like to play your part, working within a team that helps provide an essential support function to a key Directorate leading on negotiating new UK trade deals, then please apply.

No previous business experience is required as irrespective of which team you join, this apprenticeship will provide you with the necessary core skills, knowledge, and behaviours to build a long-term career with us. In addition, you’ll be part of a wider community of Diary Secretaries, Personal Assistants and apprentices who all provide business support to our leadership teams.

However, you must be well organised and be able to work to tight deadlines.

You’ll need to be proactive and have effective communication skills (orally and written).

You’ll also need good attention to detail, be able to manage and prioritise your work and be competent in MS Office (outlook, word, excel and Teams)

We are looking for organised and diligent candidates who will enjoy and thrive on fast paced and interesting work at the heart of a Directorates support function.

Eligibility Criteria

To be considered for this role you must hold the qualifications listed in this advert, but you must also be eligible for apprenticeship funding.

The eligibility criteria for an apprenticeship is detailed in the Candidate Pack but it is important to note all apprenticeships are designed to provide substantive new skills and learning. It is important that you do not already have the skills, knowledge and behaviours that the apprenticeship is designed to deliver.

(Have a look at the link to the full information about the apprenticeship in the Candidate Pack to check).

Qualifications

You must have GCSEs in Maths and English at Grades A-C or 9-4.

If you have ‘A’ levels you can apply but if you hold a qualification higher than a Level 3 (e.g. a Level 4/HNC, Level 5/Foundation degree or Level 6/degree qualification) we will not be able to consider you.

If this is the case, you may find more suitable vacancies on our main recruitment website Civil Service Jobs.

If you are a graduate, our Graduate Fast Stream Programme may be more appropriate for you.

Behaviours

We'll assess you against these behaviours during the selection process:

• Making Effective Decisions
• Delivering at Pace
• Managing a Quality Service

Benefits

• Learning and development tailored to your role

• An environment with flexible working options

• A culture encouraging inclusion and diversity

• A Civil Service pension

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check.

See our vetting charter.

People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

Application Process

At the initial stage in your application, we’ll determine who to invite to interview using the evidence you provide in your CV, the behaviours ‘Making Effective Decisions’, ‘Delivering at Pace’ and ‘Managing a Quality Service’ and a 500 word Statement of Suitability.

The Statement of Suitability asks you to tell us:

• Why you are interested in this role and what you hope to gain from undertaking an apprenticeship

• When you have worked as part of a team and what you have learned from this – your example could be from previous employment (paid or unpaid) or from any social, sporting or extracurricular activities

Your answers will help us assess you against the Behaviours of ‘Developing Self’ and ‘Working Together’

More information about Behaviours can be found in the Candidate Pack.

Sift

In the event of a high volume of applications an initial sift will be conducted on the lead behaviour question 'Making Effective Decisions'. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.

Sift is expected to commence from 4th March 2022.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on behaviours and strength based questions as listed in the advert.

Interviews are to be held w/c 17th March 2022 and w/c 24th January 2022.

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, and cannot do so from an overseas location at any time

Reserve List

A reserve list may be held for a period of 12 months from which further appointments can be made.

Merit Lists

Where more than one location is advertised, candidates will be posted in merit order by location. You will be asked to state your location preference on your application.

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 maybe 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.

Full Time Only

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

National Security Vetting

The successful candidates will be required to undertake CTC security vetting.

Candidates will eventually need to have SC Clearance, where there is a requirement to have been resident in the UK for the past 5 years.

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 here

Coronavirus

We are closely monitoring the situation with regard to Coronavirus, and will be following central Government advice as it is issued. There is therefore a risk that recruitment to this post may be subject to change at short notice. Please continue to follow the application process as normal and ensure that you check your emails regularly for any updates from us as this is how we will communicate with you.

As government restrictions continue to lift, Defra group is exploring future ways of working with flexibility in mind. This means, that subject to business need, successful candidates will be offered the option to combine working at home with working at their contractual Defra group workplace, with occasional travel to other work locations. Further information relevant to this post will be available for candidates invited to interview.

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the Republic of Ireland
• nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
• relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements

Working for the Civil Service

The Civil Service Code 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.

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.

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact 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

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