Administrative Officer (CR3218)

Do you want to be part of an organisation in safeguarding standards of animal and plant health and welfare?

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.

We currently have an exciting fixed-term opportunity within Science Engagement Evidence and Capability (SEEC) team, Science Strategy and Planning Department (SSP) supporting our Scientists who deliver high quality, high impact, and highly relevant multidisciplinary science.

You will provide administrative support to the SSP Department in day-to-day activities and across the Science Directorate. You will be supporting senior managers by arranging meetings, booking rooms, and minute taking. You will use your administrative skills for various tasks including maintaining databases, monitoring shared mailboxes. You will also assist with events, career fairs, meeting and greeting visitors and VIPs. You will have a keen eye for detail as you will need to ensure the department records and own work comply with Quality Standards ISO9001 and ISO17025.

This is a Fixed-Term Appointment for one year.

As an administration officer your role will be varied and will require the flexibility to turn your hand to different tasks as the situation demands. Duties will include, but not be limited to:

General

• Provide administrative support to the Head of Department, Admin Team Lead, Business Manager and department staff in day-to-day activities. Act as an admin resource as part of the wider Science Directorate admin team.
• Organising meetings, consulting senior staff calendars, booking rooms, minute taking, organising visitor passes and sending out calendar invites.
• Document manipulation in Excel, formatting of documents in Word, and preparing PowerPoint presentations.
• Ad-hoc large-scale printing
• Checking email boxes for the team and department and replying or passing onto the relevant person
• Developing and maintaining relationships with key staff outside your own department
• Act as purchasing requisitioner using Oracle SOP
• Maintain department logs, lists, databases and records; maintain email distribution lists; copying and filing
• Ensure the department records and own work comply with Quality Standards ISO9001 and ISO17025
• Assisting with outbreak duties such as data entry
• Other administrative duties to support the SSP team as necessary.

Learning and Development/Events

• Meet and escort trainers for courses held at the APHA Weybridge site
• Check course certificates against attendee list and the date. Copy certificates and send out certificates within 2 days of receipt.

Higher Security renewals

• Administration of higher security renewals and new applications, maintaining a log, sending out appropriate forms in a timely manner and check on progress.

Recruitment (assisting the Science Directorate Vacancy Holders and SSP)

• Booking rooms, checking equipment has been set up, escorting with interviews at Weybridge site including any tours.

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

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Ability, Experience and Technical skills.

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 15th 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.

Do not leave completing the tests until the last minute in case you experience any access or technical issues. There may not be technical support available after business hours and after 2pm on the closing date of 15th September 2026.

While the tests should work on most operating systems and modern browsers with a good internet connection, we cannot guarantee that every combination will work. At the beginning, the test will check which browser you are using, and alert you if it is likely to be incompatible.

It is highly recommended that you complete the online tests on a desktop computer, not a mobile phone or tablet.

Please note that online tests associated with this vacancy are not subject to time limits; for further information visit the Reasonable adjustments for online tests - a candidate guide

Online Test Maintenance

Our online test supplier will be performing scheduled maintenance between 12.00pm - 1.00pm 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 be directed to the Talogy - True Talent – Scheduled Maintenance Window Webpage for online tests during an outage.

You will 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 Behaviour statement of 250-words for the following Behaviour: Making Effective Decisions, following the Behaviour criteria outlined in the Success Profiles: Civil Service behaviours - GOV.UK framework for the grade of the role. 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 personal statement. The panel may agree a benchmark score higher than 4 with a rationale for the decision. 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 (Delivering at Pace, Communicating and Influencing, Working Together, Making Effective Decisions). 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.
• Strength-based questions related to the role requirements, following the Success Profiles: Strengths - GOV.UK. 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.
• You will also be required to complete a 15-minute multiple-choice test covering the duties of the job detailed in the job description, which you will complete prior to interview. This will be assessed under the Technical criteria, following the Success Profiles: Technical - GOV.UK

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 or 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.

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. For most candidates your hours of work will be a blend of working from an APHA workplace (specific to the team location) with working at home.

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 role is based at APHA Weybridge only due to the nature of the role and the duties required.

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.

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.

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. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

NSV

For further information on National Security Vetting please visit the Demystifying Vetting website.

Higher Security Clearance

Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please see our vetting charter (opens in a new window).

All of these posts require the successful candidate to hold basic security clearance. Candidates posted to Weybridge may be subject to a higher level of clearance because of the security requirements for that location. Job offers to these posts are made on the basis of merit. Security vetting will only take place after the receipt of a job offer.

The Weybridge site is a strategically important national asset due to its role as a reference laboratory supporting the Governments response to national emergencies including disease outbreaks. For this reason, all staff based on the APHA Weybridge site must hold a valid Counter Terrorist Check (CTC) security clearance. Applicants must be currently resident in the UK and have at least three years continuous UK residency in order to start the mandatory Counter Terrorist Check security checks that are required to work at APHA Weybridge. If you cannot meet this criterion, CTC clearance will not be possible as this is part of pre-employment checks required before taking up the post.

Loan and Fixed Term Appointments

Existing Civil Servants and applicants from accredited NDPBs are eligible to apply, but will only be considered on loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

This is a Fixed-term Appointment as an Administrative Officer in the Science Strategy and Planning Department. Your responsibilities will include providing administrative support to the SSP Department in day-to-day activities and across the Science Directorate. This post will therefore begin from your start date and end after one year.

Feedback

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