File Processing and Preparation Administrator

• Details
• Reference number
• 475823
• Salary
• £26,025

For details of our pay on appointment policy, please see below under the heading ‘Salary’.

A Civil Service Pension with an employer contribution of 28.97%

GBP

• Job grade
• Administrative Officer
• Contract type
• Permanent
• Business area
• DEFRA - SDA - Office Of The Chief Data Officer
• Type of role
• Administration / Corporate Support
• Working pattern
• Flexible working, Full-time, Job share, Part-time
• Number of jobs available
• 1
• Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Location

Alnwick

About the job

Job summary

The Department for Environment, Food and Rural Affairs (Defra) is 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. The Defra Group recognises the importance of data and information to achieve this remit.

We have set an ambitious 2030 vision in which data and information will be at the heart of everything we do – delivering our core environmental missions, enabling cross-sector collaboration and building public trust. This vision is achieved through Defra’s first 2030 Data and Information Strategic Roadmap.

To realise our Roadmap ambitions, the Chief Data Office (CDO), within Defra’s Science and Analysis group, offers an opportunity for a File Processing and Preparation Administrator. The post holder will play a critical part in service delivery in support of Defra’s information management obligations under the Public Records Act. You are organised, methodical and have a keen eye for detail and accuracy. Working within the Information Appraisal team you are focused on timely delivery, are able to work and get along with people from all backgrounds and embrace a positive, can-do attitude.

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. 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 underrepresented groups.

Job description

As a Ministerial department Defra is statutorily required by the Public Records Act to have in place a systematic approach to managing its records, and for appraising, identifying and transferring historical public records to The National Archives (TNA) for permanent preservation in line with the 20 Year Rule.

As part of Defra’s Data and Information Lifecycle function, the Information Appraisal team is looking for a File Processing and Preparation Administrator to join the team based at their Lion House office, in Alnwick NE66 2PF.

The successful candidate will provide administrative support to the Information Appraisal team.

Please be aware that manual handling – movement of boxes and files and trolleys - and working at height are key parts of the role.

Person specification

Responsibilities

Receiving files ordered from commercial storage by the Appraisal team. Transferring these files to the appropriate area of the site at Alnwick. Maintaining an accurate audit trail of their status – preservation, immediate destruction or destruction at a later date.

Preparing selected files according to TNA’s published standards. Arranging their transfer to TNA’s site at Kew.

Managing the intake of files from across Defra. Updating storage supplier’s database to enable their swift retrieval when required by the Appraisal team.

Assisting with ongoing projects to reduce the number of files and boxes Defra holds.

Reviewing stock levels of office and specialist supplies and (re)ordering when necessary.

Skills and Experience

• Clear, accurate record keeping skills.
• Experience of effectively communicating with team members and customers.
• Use of Microsoft O365 products, in particular SharePoint Online.
• Experience of working in a file storage environment.

Behaviours

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

• Managing a Quality Service
• Working Together
• Changing and Improving

Technical skills

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

• Knowledge and Information Management - handling information correctly

Benefits

Alongside your salary of £26,025, Department for Environment, Food and Rural Affairs contributes £7,539 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides .

A career in the Civil Service is like no other. If you’re looking to join a world class team and develop your career with us, then the Civil Service is the place for you! You might be wondering, “what’s in it for me”? Take a look below at some of the benefits available to you as a civil servant in Defra.

Science and Analysis Directorate Benefits

Learning and Development

Everyone in Defra 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, Defra, 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, while also working with you to connect you with a civil service mentor to help empower you in your new role with the opportunity to benefit from paid for coaching.

Most importantly, we’re keen to invest in you! As a civil servant, you will also have access to Civil Service Learning where you can participate in professional development programmes across a wide spectrum of subjects and professions.

Department Benefits

Technology

We’re a firm believer in agile and flexible working. When you join Defra, we’ll kit you out with a new Windows 10 Laptop, smartphone and rucksack to make sure that you perform your best wherever you are.

Leave

25 days' paid leave per annum rising to 30 days after five years’ service, in addition to eight public holidays and the King’s Birthday privilege day. We also offer

• competitive maternity, paternity, parental and adoption leave;
• study leave for the pursuit of academic studies;
• 3 days paid leave for volunteering per annum;
• 15 days paid leave per year for reservist training; and,
• generous paid sick leave.

Cycle to Work Scheme

Defra loans you a bike for your commute as a tax-free benefit. At the end of the loan period, you have the option to buy the bike, saving 30% of the original cost.

Season Ticket and Bicycle Loan

We offer interest-free season ticket loans, to all Defra employees with more than three months’ service, for purchasing train and bus season tickets, as well as station car parking. For those unable to take advantage of tax-free benefits, we also offer an interest-free bicycle loan to enable the purchase of a bicycle for commuting.

Gym, Social and Sports Activities

Our offices have a range of different onsite facilities, including gym, fitness facilities, games room, showers and cycle storage. There are also a variety of networks and social groups to join. Ask your line manager for more information.

Restaurant and Café Facilities

A range of our offices offer onsite restaurant and café facilities.

Civil Service Benefits

Pension

Your pension is a valuable part of your total reward package, and you will be given the chance to join one of three different pension plans. You can find more information on the Civil Service Pension on the MyCSP Website at www.civilservicepensionscheme.org.uk

Civil Service Sports Council

The Civil Service Sports Council (CSSC) organises a wide choice of activities throughout the UK, from art, gliding, abseiling and orienteering to cabaret weekends and quiz and curry nights. Your CSSC membership will provide you with FREE access to hundreds of national and local sites, in addition to savings at many high street stores, cinemas, restaurants and historic houses.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Selection process details

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

Application Process

As part of the application process you will be asked to complete a CV and 500 word Personal Statement

Further details around what this will entail are listed on the application form.

Sift

Sifting is likely to be occur w/c 31st Aug with interviews likely to take place 10-14 days after. These dates are indicative only.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on Behaviours and a technical question.

A presentation or additional exercise may also be assessed.

Interviews are expected to last no longer than 40 Minutes.

Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.

Reserve List

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

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.

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. 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.

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 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 recognize in exceptional circumstance 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-Employment.Checks@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.

NSV

For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting

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

Successful candidates must undergo a basic (or equivalent) criminal record check.

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

See our vetting charter .

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

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

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.

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 and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

This vacancy is part of the Great Place to Work for Veterans 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.

Contact point for applicants

Job contact :

• Name : Strategy Resourcing Team
• Email : sandc.resourcing@defra.gov.uk

Recruitment team

• Email : defrarecruitment.grs@cabinetoffice.gov.uk

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: here