Department for Environment, Food and Rural Affairs
File Processing and Preparation Administrator
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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.
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.
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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
Salary
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.
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.
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.
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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 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
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