Location

City of Westminster, London, SW1P 4DR

About the job

Are you well organised, able to plan and prioritise your work to meet tight deadlines?

Can you see yourself working in a busy office at the heart of government?

Would you like the opportunity to earn while you learn and gain a nationally recognised qualification?

If so, we would love to hear from you.

Job description

We have an exciting opportunity for two Business Administration apprentices to join us at the Department for Transport (DfT), as either Board Secretary & Governance Support Officer or People & Resourcing Officer. Both roles are in friendly, high-performing teams who will support you to develop strong business administration skills and offer unique opportunities.

As Board Secretary & Governance Support Officer, you will provide essential administrative support that ensures the smooth running of the Departmental Board and its sub-committees. You will be working closely with senior colleagues in your team and across the Department, so this is a fantastic opportunity to network and build your brand within DfT.

As People & Resourcing Officer, you will be the Analysis & Science Directorate’s (ASD) expert on all aspects of recruitment and new-starter administration. Working closely with hiring managers and supporting them throughout the recruitment process, this is a fantastic opportunity to build your knowledge and experience in Human Resources and recruitment.
 

Responsibilities

As Board Secretary & Governance Support Officer, you will:
• attend, take notes and draft minutes of weekly ExCo meetings
• support the scheduling of items and the chasing of actions from committee meetings, the preparation of committee packs, and the management of the integrated forward look of meetings
• provide advice on governance processes and best practice to colleagues around the Department
• provide excellent diary management support to the Deputy Director of the Governance Division
• look after the needs of the Department’s Non-Executive Board Members (including booking meeting rooms, sending papers, and coordinating their attendance at Department-wide events)
• represent the Department at cross-Whitehall events, including the Board Secretariat Network, and build supportive relationships with other teams across Government, reaching out to share best practice and guidance from others
• work closely with Private Offices in the Department to coordinate the scheduling and administration of meetings, including managing attendance lists and deputies

As People & Resourcing Officer, you will:
• providing support to hiring managers at all stages of the recruitment process, preparing interview schedules and paperwork and monitoring progress and plans for successive stages
• arranging for new starters to have an IT account, equipment, locker and stationery, and security pass, and signposting them to essential mandatory training
• maintain an up-to-date staff list, organisation chart and induction pack for ASD
• acting as key liaison between ASD and colleagues working in IT, Security and Facilities, responsible for raising and resolving any issues encountered by ASD colleagues
• ensure courses and seminars run smoothly by arranging logistics, disseminating materials to attendees and processing feedback forms
• providing administrative support for cross-team recruitment campaigns and for analyst graduate schemes
Please see the attached Role Profile for full details on both roles.
You will be considered for both apprentice roles and will be appointed based on your strengths and suitability for each role demonstrated at assessment.

About you

Can you work quickly without sacrificing accuracy? Can you prioritise and manage a varied workload? Can you effectively engage with colleagues at all levels and build and maintain effective working relationships?

We want to hear from you if you have the following:
• strong attention to detail
• good organisational and time management skills
• ability to plan and work to tight deadlines
• a team player but able to work on your own initiative
• ability to communicate effectively with colleagues at different levels

About us

We are part of the Department for Transport (DfT). DfT is a great place to work, and our ‘one team’ approach really makes a difference. We value our staff and that’s why we’re committed to nurturing an inclusive environment across the Department.

You’ll be part of an innovative organisation that invests in all our people, ensuring we have the diverse skills to deliver transport that moves Britain ahead now and into the future.

Find out more about what it's like working at the Department for Transport.

Eligibility

To be eligible to apply for this role and study towards the Level 3 Business Administration apprenticeship, you must:
• Be aged 16 or over;
• Have the right to work in the UK;
• Not be in full-time education;
• Not be in receipt of funding for other learning programmes;
• Have valid and eligible residency status and be resident in the UK for 3 years before starting the apprenticeship.

If you currently hold or are working towards a similar qualification of the same level or higher, i.e. Business Administration Level 3, then you will not be eligible to apply for this vacancy. In order to be eligible for our apprenticeship vacancy, any qualifications previously held or currently being worked towards must differ in content so that this apprenticeship provides substantial new skills.

If you apply and are found to possess the above: your application will not be considered; any offer of employment will be withdrawn and your contract will be terminated.

Special features of the role

An Apprenticeship offers you the opportunity to combine practical on the job training whilst working towards a recognised qualification. The Level 3 Business and Administration apprenticeship is usually a 15-month programme and upon completion, you will gain the equivalent of an A Level standard.

The programme intends to provide you with an introduction to organisational operations and functional processes, as well as the wider business environment. The responsibilities of your role will involve supporting and engaging with various parts of the organisation and interacting with both internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams to resolve issues.

Upon satisfactory completion of 12 months service, your salary will be increased to the full rate for your grade.

Behaviours

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

• Managing a Quality Service
• Communicating and Influencing
• Delivering at Pace
• Seeing the Big Picture
• Working Together

Benefits

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance.

Things you need to know

Successful candidates must pass a disclosure and barring security check.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

How to apply

As part of the application process, you will be asked to complete an online CV and Personal Statement. Please tailor your CV and Personal Statement to provide examples of:
• your organisational and time management skills, such as when you had to plan and prioritise tasks to ensure you met one or more deadlines, and what techniques you used to do this
• your ability to work well as part of a team and on your own, such as when you worked with others to complete a project or deliver a service and what your role was
• your ability to communicate and engage with a variety of people and when you have used different communication styles for different audiences

Please provide whatever examples you feel are most relevant. Examples can come from your current/ previous roles in paid or voluntary positions, or your experiences in clubs or while studying.

Sift and interview details

The sift is due to take place 27.11.2019.

Interviews/assessments are likely to be held on 10.12.2019 and 11.12.2019 at Great Minster House, 33 Horseferry Road, London, SW1P 4DR.

We will try to meet the dates set out in the advert. There may be occasions when these dates will change. You will be provided with sufficient notice of the confirmed dates.

The selection process will be designed specifically for the role. As a result, your assessment could include:
• an interview
• an interview with one or more exercises
• a full day of activities including interactive, written and timed exercises

The Department for Transport alongside other Government Departments recruit using Success Profiles. This means for each role we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity. For further information on Success Profiles please click here

Your interview may consist of a range of question types. These may include questions about:
• what energises and motivates you
• how you would manage situations relevant to the role
• your previous experience
• your professional skills and knowledge

You’re encouraged to become familiar with the role profile, as you may be assessed against any of the criteria recorded within.

Further information

We have adopted anonymised recruitment. This means that your name, date of birth and other personal details will not be seen by the sift panel.

We may hold a merit list for up to twelve months. During this time, if a similar role is identified and you have been placed on the merit list you may be considered for the post. Within the merit list period, your application form and selection information may be shared across the department and its agencies.

If successful and transferring from another Government Department a criminal record check maybe carried out.

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.

New entrants are expected to join on the minimum of the pay band.

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 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 [email protected] 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 [email protected] 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.

Any move to DfT will mean you will no longer be able to carry on claiming childcare vouchers.

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

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code 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.

The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

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 :   Kirstie Burgin Email :   [email protected]   Recruitment team : Email :   [email protected] 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: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click here (https://civilservicecommission.independent.gov.uk/) to visit Civil Service Commission