GFIE-472 – Commercial Category Administrator - DVSA - Nottingham

Going Forward into Employment; Nottingham; On-site; GBP 26,000; Full time

Job summary

A government agency in the UK is looking for a Commercial Category Administrator in Nottingham to provide administrative support, particularly in managing contracts and coordinating with various teams. Successful candidates will bring strong communication and IT skills, along with an understanding of governance and risk mitigation. The role offers the opportunity to develop skills in a fast-paced environment and requires a commitment to collaboration and excellence in service. Salary is £25,159 for a contract length of 24 months.

Benefits

Learning and development opportunities

Qualifications

• Understanding of contract management in the public sector.
• Good written and verbal communication skills.
• Ability to work collaboratively in a multi-functional team.
• Willingness to learn new skills and adapt.

Responsibilities

• Provide effective administrative support to the team.
• Maintain electronic contract folders and email accounts.
• Raise purchase orders and goods receipting invoices.
• Support Category Teams with administrative tasks.

Skills

Contract management understanding

Good written and verbal communication

Team collaboration

Microsoft applications knowledge

Tools

SAP

MS Outlook

MS Excel

MS PowerPoint

Job description

This role at the Driving and Vehicle Standards Agency is available to people who served in the Armed Forces, OR be in your resettlement period and due to leave the Armed Forces within a reasonable time frame OR Military Spouse/Partner: Your current partner must still be serving OR was discharged within the last 12 months.

We want you to join us, learn new skills and bring your experience to our organisation. We believe that everyone has the potential to make a difference, and we want to ensure that all our staff are equipped with the knowledge and skills to do so. As part of your employment, you will have access to a range of learning and development, and a buddy who can help you to understand the Civil Service and enable you to make the most of the opportunities it offers.

DVSA is an executive agency, sponsored by the Department for Transport. We carry out driving tests, approve people to be driving instructors and MOT testers, carry out tests to make sure lorries and buses are safe to drive, carry out roadside checks on drivers and vehicles, and monitor vehicle recalls.

• Organisation: Driving and Vehicle Standards Agency (DVSA)
• Job Title: Commercial Category Administrator
• Job Grade: Administrative Officer (AO)
• Positions available: 1
• Salary: £25,159
• Location: DVSA Berkeley House, Croydon Street, Bristol BS5 0DA OR DVSA 1 Unity Square, Queensbridge Road, Nottingham NG2 1AY
• Contract Length: 24 months

About the job

To provide administrative support to the Goods & Services and Fleet & Travel Commercial Category Teams, specifically in support of ATF/VEF contracts, Fleet & Travel and Goods & Services Category Officers and Managers. Ensure that DVSA adheres to the appropriate legal standards and best practices which apply to the spectrum of commercial activities with third parties. Maintaining awareness of legal (national and international), departmental and Governmental policy and regulations. Providing support to DVSA’s contract management community for managing all aspects of contracts and related issues, including contractor and DVSA contractual performance, for a range of products and services required or supplied by DVSA.

Main Duties

• Provide effective and efficient administrative support to all members of the team.
• Support ATF and VEF contracts – issue and maintenance.
• Maintain electronic contract folders and any supporting systems.
• Monitor and maintain a number of shared email accounts.
• Other administrative duties as required are record keeping, document scanning, taking minutes.
• Raising Purchase Orders, Goods Receipting invoices.
• Car hire - Setting up new accounts, de-activating leavers accounts, making amendments.
• Forwarding and recording hire car complaints, creating folders.
• Forwarding and recording traffic notices, maintaining accurate records and audit trails.
• Recording reported damage to hire car claims.
• Provide administrative support to the Category Teams – e.g. arranging equipment collections & deliveries, keeping all relevant equipment calibration and inventory logs up to date.
• Execute own responsibilities effectively and in line with DVSA policies and Commercial Category Administrator processes, ensuring that daily tasks and activities are delivered against agreed objectives.

Leadership

• No specific leadership role or tasks other than those associated with the grade and general competency levels.
• Act with honesty and integrity upholding the reputation of the Agency, Department and Civil Service.
• Where necessary work in collaboration with colleagues across all functions for the good of DVSA and to create a high performing and well respected Agency.

Day in the life Commercial Category Administrator

• Log in and check vehicle admin, Goods and Services inbox for urgent queries and respond accordingly.
• Action sending reminders to drivers for outstanding Penalty Charge Notice (PCN) charges and accurately update our records.
• Attend team meetings and raise complex queries from the week.
• Create accounts for requesting members of staff on the Enterprise booking system for car hire by DVSA staff.
• Delete old accounts for staff who have left the organisation fleet and clothing online accounts.
• Check damaged hire car inbox for new claims, set up a new folder and details to our tracker spreadsheet.
• Support colleagues in the Authorised Testing Facilities (ATF) contract work – Monitoring inboxes, sending out variations, and updating relevant spreadsheets.
• Send and receive parcels from main hub – small equipment.
• Support team with ad-hoc admin tasks.
• Goods receipting invoices on SAP (Finance System) and raising purchase orders.

Essential criteria

• An understanding of Contract management in the public sector or a strong commitment to develop these skills through training and practical experience.
• Good written and verbal communication skills.
• Good awareness of governance and risk mitigation or a strong commitment to develop these skills through training and practical experience.
• Ability to work collaboratively within a fast-paced, multi-functional team environment.
• A good working knowledge and experience in using Microsoft applications such as MS Outlook, MS Word, MS Excel and MS Powerpoint; database knowledge desirable.
• Willingness to learn new skills and work flexibly within a team.

Skills and Experience

• An understanding of Contract management in the public sector.
• Good interpersonal skills, able to communicate at all levels.
• Good overall awareness of governance and risk mitigation.
• Must be able to fit into a busy, multi-functional flexible team.
• Must have excellent IT skills – excel, word, power point, email etc and a knowledge of databases would be advantageous.

Civil Service Success Profiles – Behaviours

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

Please refer to the attached Civil Service Behaviours dictionary for further information.

Application Details

To apply we will need:

• A completed Expression of Interest form (please request this from [e-mail], quoting GFIE-GFIE-472 V,S&P)
• A copy of your CV.
• A Candidate Referral form completed by the person referring you.

This should be sent via e-mail to [e-mail].

Requirements and Timeline

Informal interviews with candidates are expected to take place February and it is hoped that successful candidates start as soon as possible following successful security checks.