Centre of International Trade - Administrative Officer
| Posting date: | 04 October 2024 |
|---|---|
| Salary: | £23,811 to £23,811 per year |
| Hours: | Full time |
| Closing date: | 28 October 2024 |
| Location: | Carlisle |
| Company: | Government Recruitment Service |
| Job type: | Permanent |
| Job reference: | 368400/2 |
Summary
- Are you an excellent communicator who enjoys helping others?
- Do you love working as part of a team, bringing an enthusiastic approach every day?
- Do you have experience with Microsoft Office?
If so, we would love to hear from you!
This is a fantastic opportunity to further develop your skills and experience. You’ll be part of a vibrant department that advocates development.
We currently have 8 permanent and1 fixed term position. available. Roles will be allocated to successful candidates in merit order.
The Centre for International Trade is part of APHA’s Customer Service Centre Network across the country and is responsible for a wide variety of work areas to allow the import and export of live animals, plants, animal products and plant products to the EU and third countries.
We are currently recruiting a number of colleagues who will work as part of our flexible and fun team. We currently work various patterns that cover 365 days of the year from 6am through to midnight and this friendly team are avid fans of their unique lifestyle.
Shift working allows for creative use of annual leave hours – take time off between shifts and you can get some great long breaks!
Shifts change on a weekly basis so you may benefit between having your mornings and evenings free. In short, this opportunity is particularly desirable for individuals who want to fit their work around their lifestyle commitments.
These roles are customer facing and will suit those who have an ability to communicate well to a diverse group of customers. You will be engaging with a broad range of partners and forming relationships with colleagues across the wider Defra team.
The roles are primarily focused on delivering administrative tasks to facilitate trade in plants and plant products. This can include but is not limited to; producing export certificates for plants and plant products, completing documentary checks on consignments of plant imports, coordinating physical inspection of goods at border control posts, assisting stakeholders with billing enquiries and resolving invoicing errors, providing classification of potatoes produced and marketed in England and Wales, registering and authorising professional operators to produce UK plant passports and authorising the import, movement and storage of prohibited material for purposes such as scientific research or educational purposes
Confidence in speaking to customers on the telephone and via email is an essential requirement for these roles as you will be responsible for answering emails within agreed timeframes and resolving stakeholder queries and questions.
You will be expected to provide support to our customers in a wide variety of ways as well as to support the management team.
As an Administration Officer, your main responsibilities will include:
Delivery
- Working collaboratively with remote teams across Great Britain to support the delivery of the core function of the Business Unit in accordance with established time scales and performance targets.
- Ensuring accurate records are kept and updated accordingly.
- Data inputting using various IT systems in accordance with APHA Data.
- Identifying efficiencies that could be utilised within your own team or wider business unit.
- Understanding and identifying issues that may affect delivery that require escalation to your Line Manager.
- Being flexible to adapt to changing situations within the office and responds with energy and commitment to take on additional tasks that may be outside the normal day to day duties.
Administration Procedures
- Taking responsibility for a set of administrative procedures; ensuring actions are carried out in accordance with the procedures and within the necessary timescales.
- Providing various office administrative and business support duties to the immediate and when required wider team including meeting organisation, note taking, updating of distribution lists, training course organisation and mailbox monitoring.
- Answering telephone queries, following up enquiries which cannot be immediately resolved. There is some processing and procedural work associated with the calls generated, including accurately noting the details of the call on a customer’s record, updating databases, producing paperwork, and following general administration processes and procedures.
- Providing support and guidance to others (internally and externally) on procedures.
- Continually reviewing procedures in your work area and identifying any efficiencies that could be utilised in your work area.
Customer Service
- Liaising with, and providing excellent customer service to Stakeholders, Delivery Partners and Customers, both internal and external, to understand and appreciate their needs and requirements, for example, liaising with farmers and local field delivery teams.
- Liaising with laboratories and field delivery partners over test and inspection results.
- Responding to requests from the public for information and guidance and providing accurate and timely information to our customers.
- Updating information held on our information systems by liaising with the public to ensure the data we capture about (or for) our customers is accurate.
- Managing customer expectations.