Hard Services Admin Support

DfT; Swansea; On-site; GBP 28,000 - 32,000; Full time

Benefits offered by this job

Employer pension 28.97%

25 days annual leave + 8 bank holidays

Flexible working options

Career development opportunities

Job summary

The Driver and Vehicle Licensing Agency (DVLA) in Swansea is seeking an Administrator to join the Estates Hard Services team. You will provide administrative support, maintain records, monitor faults and maintenance, and help improve processes to keep services running smoothly.

Hours are full-time (37 per week) with no hybrid option; the role involves working from a designated workplace and occasional travel.

Qualifications

• Experience of maintaining accurate records and managing information in line with established processes and standards.
• Experience of monitoring tasks or services, identifying issues and ensuring they are resolved within agreed timescales.
• Experience of providing administrative support and working collaboratively with colleagues, contractors or service partners.

Responsibilities

• Maintain accurate documentation in line with the Agency's information management principles.
• Identify and track issues, working with colleagues and service partners to ensure timely resolution.
• Check purchases for accuracy and value for money, challenging discrepancies and escalating where required.
• Report and monitor faults, ensuring they are accurately recorded and resolved within agreed SLAs.
• Monitor Planned Preventative Maintenance (PPM) to ensure tasks are completed within agreed SLAs.
• Maintain accurate CAFM records, monitoring PPM tasks and reporting faults through the appropriate channels.
• Provide administrative support, including taking notes during meetings with service partners and contractors.

Skills

Administrative support

Record keeping

Facilities management

Data entry

Tools

CAFM

MS Office

Job description

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Location

Swansea

About the job

Job summary

Can you juggle priorities, maintain accurate records and keep essential services on track?

Have you got a keen eye for detail and the confidence to challenge issues and follow them through to resolution?

Are you self-motivated, organised and ready to make a real difference within a busy Estates team?

If so, wed love to hear from you!

The team plays an important role in ensuring DVLAs estate operates safely, effectively and efficiently. Working closely with colleagues across the Estates Management Group (EMG), service partners and contractors, the team oversees essential maintenance activities, monitors service performance and ensures issues are resolved within agreed timescales.

Youll join a busy and supportive team where organisation, collaboration and attention to detail are key. The role provides administrative support across Hard Services, helping to maintain accurate records, monitor faults and planned maintenance, manage information and support meetings. Youll also have the opportunity to help improve existing processes and contribute to the smooth running of services across the Agency.

Joining our department comes with many benefits, including:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays a privilege day for the Kings birthday
• Flexible working options where we encourage a great work-life balance.

Read more in the Benefits section below!

Find out more about what it's like working at DVLA:

DVLA Home , Civil Service Careers

Job description

This is a key role within DVLAs Estates Hard Services team, that will involve helping establish and improve current processes, gather information, and manage databases for escalated issues within EMG, requiring excellent working knowledge of software packages. You will work closely with the EMG colleagues. You will offer administrative support across the Hard Services team using own initiative and self-motivation to deliver in this diverse busy role.

Responsibilities

• Maintain accurate documentation in line with the Agencys information management principles.
• Identify and track issues, working with colleagues and service partners to ensure timely resolution.
• Check purchases for accuracy and value for money, challenging discrepancies and escalating where required.
• Report and monitor faults, ensuring they are accurately recorded and resolved within agreed SLAs.
• Monitor Planned Preventative Maintenance (PPM) to ensure tasks are completed within agreed SLAs.
• Maintain accurate CAFM records, monitoring PPM tasks and reporting faults through the appropriate channels.
• Provide administrative support, including taking notes during meetings with service partners and contractors.

For further information on the role, please read the role profile. Please note that the role profile is for information purposes only - whilst all elements are relevant to the role, they may not all be assessed during the recruitment process. This job advert will detail exactly what will be assessed during the recruitment process.

Person specification

To be successful in this role you will need to have the following experience:

• Experience of maintaining accurate records and managing information in line with established processes and standards.
• Experience of monitoring tasks or services, identifying issues and ensuring they are resolved within agreed timescales.
• Experience of providing administrative support and working collaboratively with colleagues, contractors or service partners.

Additional Information

We welcome applications from candidates who can speak Welsh and English. Welsh language skills could be useful in this role, but it is not an assessment criterion, so it wont put you at any disadvantage during recruitment if you arent a Welsh speaker. Please note that the application and assessment process will be held in English.

Working hours, office attendance and travel requirements

Full time roles consist of 37 hours per week.

Whilst we welcome applications from those looking to work with us on a part time basis, there is a business requirement for the successful candidate to be able to work at least 35 hours per week over 5 days.

This role is not suitable for hybrid working and will require the successful candidate to work solely from their designated workplace (one of the locations cited in the advert) or, when required for business reasons, from other offices/work locations/visiting stakeholders.

Occasional travel to other offices will be required.

If you have a question about hybrid working, part time/job share hours, flexible working, travelling for work, or require a reasonable adjustment, please contact the Vacancy Holder during the recruitment process to avoid possible disappointment later in the process should your working arrangements not be compatible with the requirements of the role (see below for contact details).

Visa Sponsorship

Please note that we do not hold a UK Visa & Immigration (UKVI) Skilled Worker Licence sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship. Candidates must ensure they have the appropriate rights to work in the UK before application.

Behaviours

• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of 27,631, Driver and Vehicle Licensing Agency contributes 8,004 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave).
• 8 Bank Holidays plus an additional Privilege Day to mark the Kings birthday.
• Access to the staff discount portal.
• Excellent career development opportunities and the potential to undertake professional qualifications relevant to your role paid for by the department, such as CIPD, Prince2, apprenticeships, etc.
• Joining a diverse and inclusive workforce with a range of staff communities to support all our colleagues.
• 24-hour Employee Assistance Programme providing free confidential help and advice for staff.
• Flexible working options where we encourage a great work-life balance.

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 (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

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

At sift, you will be assessed against the following Success Profile elements:
Experience you will be asked to provide a CV (unlimited wordcount) and personal statement (750-word count). Please provide evidence of your Experience of the following:

• Maintaining accurate records and information.
• Monitoring tasks and resolving issues within deadlines.
• Providing administrative support and working collaboratively.

The sift will take place week commencing 02/11/2026

At interview stage, you will be assessed against the following Success Profile elements:
Behaviours Communicating & Influencing, Managing a Quality Service, Delivering at Pace

Strengths

The interviews will take place from 24/11/2026

This interview will be conducted in person at our Swansea office (DVLA, Longview Road, Morriston, Swansea). Further details will be provided to you should you be selected for interview.

We will also hold a 12-month reserve list for this role, which may lead to potential opportunities beyond the role you applied for.

Reasonable Adjustments

As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.

Complete the Assistance required section in the Additional requirements page of your application form to tell us what changes or help you might need during the recruitment process. For instance, you may need wheelchair access at an interview, or if youre deaf, a Language Service Professional.

If you need a reasonable adjustment so that you can complete your application, you should contact Government Recruitment Service via [e-mail] as soon as possible before the closing date to discuss your needs.

Document Accessibility

This job advert contains links to the DfT Careers website. Our website provides useful guidance and information that can support you during the application process. If you are experiencing accessibility problems with any attachments on this advert or the information on our website, please contact the email address in the 'Contact point for applicants' section.

Further Information

For more information about how we hire, and for useful tips on submitting your application for this role, visit the How We Hire page of our DfT Careers website. You can find detailed information about the recruitment process and what to expect when applying for a role.

Pre-employment Checking

If your application is successful but you have been dismissed from the Civil Service, your application could be removed at the pre-employment checking stage depending on the nature of the dismissal.

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 applicants 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.

All external applicants and current employees of accredited non-departmental public bodies (NDPBs) will be required to undergo a Social Media Check. A Social Media Check is a review of your publicly available online activity, typically across platforms like LinkedIn, Facebook, X (formerly Twitter), Instagram, and others. The purpose is to identify any public posts or content that could raise concerns for employers, such as:

• Hate speech or discriminatory behaviour
• Threats or acts of violence
• Illegal activity or substance misuse
• Sexually explicit material
• Extremist views or affiliations

Importantly, this check does not involve hacking into your accounts or accessing private messages. It only considers content you have chosen to make public. Employers use this kind of screening to help ensure their workplace remains safe, inclusive, and aligned with company values. It’s not about judging your personality or lifestyle - it’s about checking for potential red flags that might affect the role or company culture. If you have questions or concerns about the social media check, we would be happy to explain in more detail whats being looked at and how your data is handled securely and fairly.

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

Security

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

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) (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)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

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.

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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Company

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