File Processing and Preparation Administrator

Job summary

The Department for Environment, Food and Rural Affairs (Defra) is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink. The Defra Group recognises the importance of data and information to achieve this remit.

We have set an ambitious 2030 vision in which data and information will be at the heart of everything we do – delivering our core environmental missions, enabling cross-sector collaboration and building public trust.This vision is achieved through Defra’s first 2030 Data and Information Strategic Roadmap.

To realise our Roadmap ambitions, the Chief Data Office (CDO), within Defra’s Science and Analysis group, offers an opportunity for a File Processing and Preparation Administrator. The post holder will play a critical part in service delivery in support of Defra’s information management obligations under the Public Records Act. You are organised, methodical and have a keen eye for detail and accuracy. Working within the Information Appraisal team you are focused on timely delivery, are able to work and get along with people from all backgrounds and embrace a positive, can-do attitude.

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups.

Job description

As a Ministerial department Defra is statutorily required by the Public Records Act to have in place a systematic approach to managing its records, and for appraising, identifying and transferring historical public records to The National Archives (TNA) for permanent preservation in line with the 20 Year Rule.

As part of Defra’s Data and Information Lifecycle function, the Information Appraisal team is looking for a File Processing and Preparation Administrator to join the team based at their Lion House office, in Alnwick NE66 2PF.

The successful candidate will provide administrative support to the Information Appraisal team.

Please be aware that manual handling – movement of boxes and files and trolleys - and working at height are key parts of the role.

Person specification

Responsibilities

Receiving files ordered from commercial storage by the Appraisal team. Transferring these files to the appropriate area of the site at Alnwick. Maintaining an accurate audit trail of their status – preservation, immediate destruction or destruction at a later date.

Preparing selected files according to TNA’s published standards. Arranging their transfer to TNA’s site at Kew.

Managing the intake of files from across Defra. Updating storage supplier’s database to enable their swift retrieval when required by the Appraisal team.

Assisting with ongoing projects to reduce the number of files and boxes Defra holds.

Reviewing stock levels of office and specialist supplies and (re)ordering when necessary.

Skills and Experience

• Clear, accurate record keeping skills.
• Experience of effectively communicating with team members and customers.
• Use of Microsoft O365 products, in particular SharePoint Online.
• Experience of working in a file storage environment.

Behaviours

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

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

Technical skills

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

• Knowledge and Information Management - handling information correctly

Benefits

Alongside your salary of £26,025, Department for Environment, Food and Rural Affairs contributes £7,539 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).A career in the Civil Service is like no other. If you’re looking to join a world class team and develop your career with us, then the Civil Service is the place for you! You might be wondering, “what’s in it for me”? Take a look below at some of the benefits available to you as a civil servant in Defra.

Science and Analysis Directorate Benefits

Learning and Development
Everyone in Defra 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, Defra, 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, while also working with you to connect you with a civil service mentor to help empower you in your new role with the opportunity to benefit from paid for coaching.

Most importantly, we’re keen to invest in you! As a civil servant, you will also have access to Civil Service Learning where you can participate in professional development programmes across a wide spectrum of subjects and professions.

Department Benefits

Technology
We’re a firm believer in agile and flexible working. When you join Defra, we’ll kit you out with a new Windows 10 Laptop, smartphone and rucksack to make sure that you perform your best wherever you are.

Leave
25 days' paid leave per annum rising to 30 days after five years’ service, in addition to eight public holidays and the King’s Birthday privilege day. We also offer
- competitive maternity, paternity, parental and adoption leave;
- study leave for the pursuit of academic studies;
- 3 days paid leave for volunteering per annum;
- 15 days paid leave per year for reservist training; and,
- generous paid sick leave.

Cycle to Work Scheme
Defra loans you a bike for your commute as a tax-free benefit. At the end of the loan period, you have the option to buy the bike, saving 30% of the original cost.

Season Ticket and Bicycle Loan
We offer interest-free season ticket loans, to all Defra employees with more than three months’ service, for purchasing train and bus season tickets, as well as station car parking. For those unable to take advantage of tax-free benefits, we also offer an interest-free bicycle loan to enable the purchase of a bicycle for commuting.

Gym, Social and Sports Activities
Our offices have a range of different onsite facilities, including gym, fitness facilities, games room, showers and cycle storage. There are also a variety of networks and social groups to join. Ask your line manager for more information.

Restaurant and Café Facilities
A range of our offices offer onsite restaurant and café facilities.

Civil Service Benefits

Pension
Your pension is a valuable part of your total reward package, and you will be given the chance to join one of three different pension plans. You can find more information on the Civil Service Pension on the MyCSP Website at www.civilservicepensionscheme.org.uk

Civil Service Sports