Administration Apprentice Bootle (Band 6/AO - FTA 14 Months)

Health and Safety Executive

Closing date: 24 Nov 2018

Reference number

1604576

Salary

£19,340 - £21,077

Grade

Administrative Officer
Band 6

Contract type

Apprenticeship

Length of employment

14 Months

Business area

Other - Operational Support

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Full-time

Hours

37

Number of posts

3

Location

Bootle, North West, L20 7HS

About the job

Job description

The Health and Safety Executive’s (HSE’s) mission is to prevent people being killed, injured or made ill by work activities.

To prevent death and injury, we help businesses and people understand how the laws to keep people safe at work affect them and provide guidance on what to do. To help us achieve this we employ the largest concentration of health and safety experts in the country including frontline inspectors, specialists, policy delivery teams, economists, lawyers and administrators, all working together to help protect people.

Operational support staff contribute to the delivery of the Strategy by supporting the work of HSE Inspectors across a range of industries including Manufacturing, Construction, Chemicals and Energy. The support is delivered through a range of established and developing procedures.

Apprenticeships combine practical training in a job with study towards a related vocational qualification, assessed in the workplace by our training provider. As part of your apprenticeship you will need to gather work based evidence, whilst working alongside experienced staff to gain job-specific skills as well as an understanding about the world of employment. All assessments and teaching will take place either on the job or at designated workshops, which may involve some travel to other HSE offices.

Successful candidates will work towards an NVQ Level 2 in business Administration, which will take approximately 14 months to complete. We require individuals who are serious about working in a business administration role and can show the required determination to complete their apprenticeship programme.

We will offer successful applicants flexible working patterns, full training and a professional office environment.

As part of this role you will need to:

• Develop awareness and knowledge of HSE’s work and organisational structure

• Acquire an understanding and knowledge of relevant operational and business support procedures and functions

• Work closely with the Team Leader and colleagues to deliver the key responsibilities of the post in a flexible and responsive manner, responding positively to changes of priority as work demands dictate

Examples of the work you may be involved in:-

• Provide a quality professional telephone service for HSE to enable responsible persons to notify the relevant enforcing authority of fatal and specified injuries resulting from work activities (RIDDOR) and ensure Concern/Advice calls are handled to the correct procedure

• Provide professional administrative services to enable Concerns Handling Officers to carry out/support frontline activities to help achieve HSE’s and Operational Services strategic programmes and priorities

• Complete thorough and accurate pre-visit checks and prepare visit documentation, using targeted information. This involves undertaking telephone calls and database checks to assist inspectors to visit the most appropriate premises

• Gain the knowledge to be able to answer telephone calls promptly and courteously as well as dealing with follow up calls or providing updates on the progress of applications

• Support investigation activity and process litigation cases where appropriate

• Input enforcement notices and other information onto HSE’s computer systems

• Process applications to transport explosives both nationally and internationally

• Process explosives storage site license applications

• Handling statutory notifications and issuing relevant ‘permissions’ for work activities.

• Use bespoke and off the shelf software packages, including Microsoft Word, Excel and PowerPoint, update records on our systems and make changes to details as and when required

• Access accident reporting database and coordinate the processing of submissions

• Deal with Freedom of Information requests alongside experienced colleagues in this area

• Responsibility for producing Management and payroll information

• Liaise with HSE external provider to produce benchmarking data

• Provide secretariat to Management and Trade Union meetings

• Responsibility for invoice payments, administration and reconciliation of Occupational Health, Legal and In Year Reward budgets.

• Respond to queries relating to Pay and HR policies

• Provide support for the management of Responsibility Allowance

• Responsibility for ordering HSE In Year Reward vouchers and the management of the divisional allowance spreadsheets

• managing appropriate recruitment campaigns to tight deadlines, working closely with the work stream manager and vacancy holders

• providing advice and support to senior managers, vacancy holders and other business representatives in the use of Civil Service Jobs Recruitment platform

• preparing contracts, offer letters and actioning pre-employment checks for new starters to the organisation

• updating the relevant recruitment campaign systems and databases as appropriate

• updating business processes and ensuring data quality throughout the recruitment process

• meeting and greeting candidates, verifying ID and providing guidance and support at the assessment events for the recruitment of Specialist Inspectors and Band 4 Trainee Inspectors.

• Participate in regular team meetings and one to one meetings with the team leader to recognise and improve performance

• General administrative duties and other work as directed by the team leader

• Keep up to date with new and changes to procedures and be proactive in self-development

Qualifications

You must have 5 GCSE's grade A-C including English Language.

The successful candidate will work towards an NVQ Level 2 in Business Administration or Customer Service which will take approximately 14 months.

Please ensure that if you already have an NVQ that you include this on your form and specify the level you hold and in which subject.

Behaviours

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

  • Managing a Quality Service
  • Making Effective Decisions
  • Working Together
  • Delivering at Pace

Benefits

Pensions

Civil Service pension schemes may be available for successful candidates.

Benefits

We invest in our people with;

• Competitive rates of pay, reviewed each year with performance related awards.

• Access to the highly competitive Civil Service Pension Scheme to which HSE contribute around 21%, far more than in the private sector.

• Family friendly policies and working hours to help balance your home life and career.

• Up to 30 days annual holiday, plus bank holidays and Civil Service privilege leave

• Parental leave benefits: Maternity, adoption or shared parental leave of up to 26 weeks full pay followed by 13 weeks statutory pay and a further 13 weeks unpaid, and paternity leave of 2 weeks full pay

Returning to work after a break

We appreciate that returning to work after an extended career break can be daunting. We understand that those with experience who have taken a career break have a wealth of experience and knowledge to offer our organisation, which helps us to achieve our business goals. We will support you to refresh your skills, develop your confidence and provide a supportive network across the firm to help you best integrate into the working environment. This role welcomes applications from individuals who have been out of work for some time and who have previous relevant experience.

Allowances

This post is eligible for Excess Fares Allowance. A successful internal candidate currently based at another office may be entitled to Excess Fares Allowance in line with HSE policy (http://intranet/finance/expenses/excess-fares-allowance-policy.htm)

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.
Successful candidates must pass basic security checks.

Nationality statement

Candidates will be subject to UK immigration requirements as well as Civil Service nationality rules.

If you're applying for a role requiring security clearance please be aware that foreign or dual nationality is not an automatic bar. However certain posts may have restrictions which could affect those who do not have sole British nationality or who have personal connections with certain countries outside the UK.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Ability and Experience.
When applying for this vacancy you will be required to complete a Verbal Reasoning Test and a Situational Judgement Test.

If you are invited to interview this will consist of a blended behaviour and strength based interview, which should take approximately between 30 - 40 minutes.

The Civil Service Behaviours assessed will be: Managing a Quality Service, Making Effective Decisions, Delivering at Pace and Working Together.

Behaviours
Behaviours are the actions and activities that people do which result in effective performance in a job. Please consult the Civil Service Behaviours guide for more information on each of the behaviours being assessed at interview.

It may help to use one or more examples of a piece of work you have completed or a situation you have been in, and use the WHO or STAR model to explain;

• What it was,
• How you approached the work/situation and
• What the Outcomes were, what did you achieve? Or

• What was the Situation?
• What were the Tasks?
• What Action did you take?
• How/what did you learn through a Review?

Strengths

Strengths are the things that we do regularly, do well and that motivate us.

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.

Eligibility

Candidates in their probationary period are eligible to apply for vacancies within this department.

Grade entry qualifications

You must have 5 GCSE's grade A-C including English Language.

The successful candidate will work towards an NVQ Level 2 in Business Administration or Customer Service which will take approximately 14 months.

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.

Terms & Conditions

It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful in their application. For a summary of HSE terms and conditions as part of Civil Service Reform, please see the attached document.

Apply and further information

Contact point for applicants

Eleni Kalapodas
eleni.kalapodas@hse.gov.uk

Sift/interview dates and location

Please be advised that upon submitting your application form, candidates will be invited to complete a Verbal Reasoning Test. If you pass the verbal reasoning test you will be invited to complete the Civil Service Judgment Test.

Please note that both tests must be completed by Sunday, 25th November 2018

Interviews will take place during the period 3rd December 2018 and 14th December 2018

Further information

If you have a disability and you need an application form in an alternative format or you would like to know more about our recruitment process please contact: hr.resourcing.team@hse.gov.uk

If you believe that Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition have not been met you can raise a complaint by emailing: HR.Resourcing-Team@hse.gov.uk or by writing to HSE at the following address:

HSE Resourcing Team
2.3 Redgrave Court
Merton Road
Bootle
Merseyside
L20 7HS

Alternatively you can contact Civil Service commissioners: http://civilservicecommission.independent.gov.uk/civil-service-code/complaints-under-the-code/

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