Office Manager (ID3352)

Animal and Plant Health Agency; Sutton Bonington; On-site; GBP 28,000 - 34,000; Full time

Job summary

A leading agency in the UK is seeking an Office Manager to oversee administrative operations, manage contracts, and ensure compliance with ISO standards. The role involves financial oversight, team leadership, and maintaining efficient office systems. The ideal candidate will possess strong IT skills, leadership qualities, and a commitment to quality service. Join a diverse team dedicated to safeguarding animal and plant health.

Benefits

Generous annual leave

Employer contributory pension

Staff bonuses

Employee discount scheme

Paid volunteering days

Qualifications

• Experience in managing an IT system.
• Work experience in an environment in compliance with ISO standards.
• Ability to communicate effectively with various stakeholders.

Responsibilities

• Manage office administration and customer contracts.
• Maintain financial data and produce reports.
• Ensure compliance with quality systems and safety procedures.

Skills

IT Skills

Leadership

Customer Service

Planning

Problem Solving

Education

ISO Quality Management System Compliance

Tools

Microsoft Office

Job description

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APHA Quality Assurance Unit, The Elms, College Road, Sutton Bonington, Leicestershire, UK, LE12 5RB

Job Summary

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 great 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.

Proficiency testing (PT) is an integral part of laboratory quality assurance. It forms the basis for continuous monitoring of diagnostic test validity and supports laboratories to achieve and maintain accreditation to ISO 17025. VETQAS is a world leader in veterinary PT covering a wide range of diseases, animal species and tests; it is held in high regard globally. VETQAS sits within the Science Directorate of the APHA, which delivers high quality, high impact, and highly relevant multidisciplinary science. The VETQAS PT programme supports the core work of APHA and Defra to safeguard animal health and welfare and public health, protect the economy and enhance food security.

Reporting to the Head of VETQAS, the post holder will maintain the management system for administration areas, oversee the day-to-day activities of contract management, as well as plan and organise the efficient operation of the VETQAS PT administrative department. This incorporates line management of the support staff.

The post holder will operate independently and with the wider team to provide the most professional service to both internal and external customers. They will work in compliance with ISO/IEC 17043 standard that details the requirements for the competence of proficiency testing providers. They will have specific work responsibilities of their own and will be expected to cover some duties in the absence of the others. They will also have delegated responsibility for specified areas of work as agreed through work objectives.

Job Description

To carry out duties appropriate to the grade and purpose of the post including, but not limited to the following:

Management of office administration

• Responsibility for the Reception Office including communications, general IT, equipment, and visitor management
• Administration of customer contracts
• Liaise with customers on PT services
• Process customer enquiries and disseminate scientific enquiries as necessary
• Responsibility for customer import permits
• Manage relationship with Shipping Agent and Couriers
• Monitor and record the efficiency of parcel shipments, raise issues with scientists
• Act as the liaison person for our electronic management system (PT LIMS)
• Maintenance of the Registered Filing system
• Co-Owner of our VETQAS SharePoint site
• Records Manager – point of contact for Freedom of Information requests
• Assist in the organisation of meetings and events
  
  

Financial

• Maintain financial data of business via distributors and agents
• Contract management including invoicing
• Production of monthly finance & contract reports for Head of VETQAS
  
  

Safety

• Implementation and monitoring of safe working procedures and adherence with local and corporate procedures
  
  

Quality Systems

• Ensure the administrative operations within the unit comply with international standards and Local Quality documentation in order to maintain UKAS accreditation
• Record and investigate non-conforming work, etc.
  
  

Personnel

• Line management of AO grade administration staff
• Training of administrative support staff
  
  

Accommodation

• Office equipment – liaison with equipment engineers (service and repair) and hire/rental companies for adherence to contract agreements
  
  

Other Duties

• Attend training for personal development as required
• Specified duties as documented in People Performance plan e.g. Fire Warden, First Aid Aider, Room Officer
• Work overtime, as required
• Complete all mandatory training
  
  

To carry out duties appropriate to the grade and purpose of the post including, but not limited to the following:

Management of office administration

• Responsibility for the Reception Office including communications, general IT, equipment, and visitor management
• Administration of customer contracts
• Liaise with customers on PT services
• Process customer enquiries and disseminate scientific enquiries as necessary
• Responsibility for customer import permits
• Manage relationship with Shipping Agent and Couriers
• Monitor and record the efficiency of parcel shipments, raise issues with scientists
• Act as the liaison person for our electronic management system (PT LIMS)
• Maintenance of the Registered Filing system
• Co-Owner of our VETQAS SharePoint site
• Records Manager – point of contact for Freedom of Information requests
• Assist in the organisation of meetings and events
  
  

Financial

• Maintain financial data of business via distributors and agents
• Contract management including invoicing
• Production of monthly finance & contract reports for Head of VETQAS
  
  

Safety

• Implementation and monitoring of safe working procedures and adherence with local and corporate procedures
  
  

Quality Systems

• Ensure the administrative operations within the unit comply with international standards and Local Quality documentation in order to maintain UKAS accreditation
• Record and investigate non-conforming work, etc.
  
  

Personnel

• Line management of AO grade administration staff
• Training of administrative support staff
  
  

Accommodation

• Office equipment – liaison with equipment engineers (service and repair) and hire/rental companies for adherence to contract agreements
  
  

Other Duties

• Attend training for personal development as required
• Specified duties as documented in People Performance plan e.g. Fire Warden, First Aid Aider, Room Officer
• Work overtime, as required
• Complete all mandatory training
  
  

Person specification

Experience And Skills:

You will need to demonstrate the following:

IT Skills

• Proficiency in the use of Microsoft Office including Excel spreadsheets for data input and analysis
• Knowledge and experience of managing an IT system
  
  

Leadership

• Ability to display leadership and behaviours that align with Civil Service values
  
  

Working as part of a team

• Strong ability to work as part of a multi-disciplinary team with a high standard of people skills
• Adopt a flexible approach to working and undertake ad hoc duties, when requested
• Develop a range of contacts outside own team and identify opportunities to share knowledge, information, and learning
• Show genuine interest when listening to others
• Contribute to an inclusive working environment where all opinions and challenges are listened to, and all individual needs are considered
• Ensure it is clear that bullying, harassment and discrimination are unacceptable
• Offer support and help to colleagues when in need, including consideration of your own and their wellbeing. Change ways of working to aid cooperation within and between teams to achieve results
• Comply with the standards expected of a UK civil servant
  
  

Personal Attributes

• Motivated, self-aware with high inner resilience, approachable, calm under pressure
• Customer service skills for answering queries from a variety of stakeholders
• Ability to communicate to a range of audiences in a persuasive and clear manner that is sufficient to represent APHA as necessary
• Able to work with a network of customers and stakeholders across Government and industry
• Ability to work in a flexible and agile way and re-prioritise where necessary
  
  

Skills/experience Required

• Work experience in an environment in compliance with an ISO Quality Management System
• Experience of change management.
• Good planning and problem-solving skills
  
  

The job holder will be based at Sutton Bonington with periodic travel within the UK and overseas. The department occupies a building on three levels and as there is no lift, the post holder needs to be able to use two flights of stairs and thus be reasonably physically fit.

Behaviours

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

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

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service
  
  

Technical skills

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

• Must be comfortable with using the Microsoft Office suite of software and able to engage with new technology and systems.
  
  

Alongside your salary of £28,710, Animal and Plant Health Agency contributes £8,317 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

In return for your dedication and hard work, we will support your ongoing personal development through appropriate training as inclusion, support and the development of our people matter to us. We aim to support the career and personal wellbeing of everyone in APHA. Our benefits include generous annual leave, a generous employer contributory pension, staff bonuses and recognition, salary sacrifice benefit options, and an employee discount scheme, reward vouchers and in-year bonuses. We also offer additional days off if accrued extra hours (flexi-time –if accumulated), three paid volunteering day per year. We also have a social committee who run team building and fun events at the Weybridge site. Further details can be found in the Candidate Information Pack.

Everyone in APHA 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, 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.

Selection process details

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

As part of the application process you will be asked to complete a CV, personal statement, and behaviour statements.

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

Assessment

You will be asked to complete a CV-style application template and give a 500-word personal statement against the essential skills and experience in the job description. You will then be asked to give an example (in no more than 250 words) against the lead behaviour Managing a Quality Service using the Situation, Task, Action, and Result (STAR) format.

Interviews

You will be interviewed against all the behaviours, essential skills and experience, Technical ability, and on Strengths. Interviews will take pace in person at Sutton Bonington APHA Quality Assurance Unit, The Elms, College Road, Sutton Bonington, Leicestershire, UK, LE12 5RB.

A presentation or additional exercise may also be assessed.

Sift and interview dates to be confirmed.

Use of Artificial Intelligence (AI) in applications

The Civil Service values honesty and integrity and expects all candidates to abide by these principles. Please ensure that all examples provided in your application are taken directly from your own experience and that you describe the examples in your own words. Applications will be carefully reviewed and if evidence of plagiarism or copying examples/answers from other sources is found, your application will be withdrawn.

We understand that you might use artificial intelligence (AI) and other resources for your application; however, we also value the personal touch and urge applicants to write statements without the use of AI to emphasise their own unique experiences. Please ensure all information you provide is factually accurate, truthful, and original and doesn’t include ideas or work that isn’t your own. This is so that your application is authentically and credibly your own.

Please use the STAR technique (Situation Task, Action, Result) to provide evidence of each of the criteria in your application form and at the interview.

Location

The role is based at our Sutton Bonington site where the team is located.Travel may be required to visit other sites to attend training courses/meetings.

Flexibility in working hours / out of hours work may be required if called upon to finish a particularly urgent task or in the event of a disease outbreak.

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 for meetings for example.

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.

Reserve List

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

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.

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 Serviceon 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 [e-mail] stating the job reference number in the subject heading.

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 [e-mail] 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.

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.

Full Time Only

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

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.

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

Security

Successful candidates must undergo a criminal record check.

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

Successful candidates must undergo a criminal record check.

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

Medical

Successful candidates will be expected to have a medical.

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.

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.

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.

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

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) 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 : science Directorate HR team
• Email : [e-mail]
  
  

Recruitment team

• Email : [e-mail]
  
  

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: [e-mail]

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Government Administration

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