Administrative Officer

Are you looking to enhance or gain experience in both Customer Service and Administration?
Are you an excellent communicator who enjoys helping customers?
If so, we would like to hear from you.
The Department for Work and Pensions (DWP) is responsible for welfare, pensions and child maintenance policy. As the UK’s biggest public service department, it administers the State Pension and a range of working age, disability and ill health benefits to around 20 million claimants and customers. We are looking for successful applicants who are well suited and committed to providing high levels of customer service.
Counter Fraud, Compliance and Debt (CFCD) is at the heart of DWP’s front line operations helping to change people lives. As an Administrator, you will be at the heart of our front-line operations, assisting our customers by providing a high quality, empathetic service. As part of a supportive team, you’ll be listening to customers and keeping them informed - you’ll be able to make a real difference., Key Tasks Include:
+ Working as part of a team to support and improve the delivery of excellent customer service, quality and performance.
+ Undertaking telephone calls and face to face conversations with customers to collect information and to ensure correctness and accuracy of data held.
+ Utilising different IT platforms to support the activity and the accurate recording of information. Keeping case records accurate and up to date, ensuring all actions taken have been recorded on the appropriate IT systems.
+ Issuing enquiries as directed, and ensuring responses are received where appropriate, within agreed timescales taking the appropriate follow up action.
+ Ensuring all relevant information is collated for forward action as directed by Team Leader.
+ Understanding and achieving personal productivity expectations and ensure standard processes and guidance is adhered to all times.
+ Ensuring awareness and compliance of all aspects of security and data protection are adhered to.
+ Communicating clearly and concisely to a wide range of customers, respecting diversity at all times, whilst taking personal responsibility for their experience of our service.
+ Complying with all relevant policy and procedure regarding DWP Standards of Behaviour., Please be aware there is scheduled maintenance for online tests on Sunday 15th December 2024. Please avoid taking your test on this date.
Candidate Pack
It is important that you take time to read the Candidate Pack which can be found at the bottom of this job advert. This provides further information about the role and working in DWP.
Stage 3 - Interview
Those who pass the Test with the required score will be invited to a blended interview and will receive an electronic notification to your Civil Service Jobs account.
Your interview will either be conducted face to face or by video. You will be notified of this if you are selected for interview.
If you require any reasonable adjustments to attend a face-to-face interview, please ensure you include what adjustments you would like us to consider on your application form.
Please note that if interviews are via video, they will be using Microsoft Teams and you will need to use your personal or work device to access the video link. You will receive a link to join the interview at the appointed time through the email account you provide us with on your application.
Interviews are scheduled to take place from 13/01/2025, please note that these dates are only indicative at this stage and could be subject to change. Interviews will be scheduled Monday to Friday, between 09:00 to 17:00.
Communications will be electronic and/or by telephone therefore it is vitally important that you check your Civil Service Jobs account regularly, as well as your spam/junk email folder. Telephone calls may show as a withheld number, it is important that you answer so that your interview can be confirmed.
Preparing for the interview
Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.
The interview will take between 30 - 40 minutes and you will be asked a mixture of Behaviour and Strength based questions. A blended interview aims to be more of a conversation at interview offering a more inclusive approach. The Strength and Behaviour based questioning explores what the candidate can and has done, but also their potential.
Behaviours
You will be assessed against the Civil Service Behaviours listed above at Level 1.
To help you prepare and settle into the interview you will be sent the behavioural questions in advance of the interview. These questions should be treated as confidential and should not be shared. The interview panel may ask you other questions which will not be shared in advance, including follow-up questions, and those about your strengths.
An example of a Behavioural question would be “Tell me about a time when you’ve had to deal with a difficult customer.”
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:
Strengths
It is difficult to prepare for strength type questions. However, you can think through your answers, focus on your achievements and aspects you enjoy and decide how these can be applied in the organisation and role.
While strengths questions are shorter and we do not expect a full STAR response, the panel is interested in your first reaction to the question and information or reasoning to support this.
If you do not have work-based examples then please give examples from school/college, clubs, volunteering or other activities you have been involved in.
If you withdraw your application at any stage, it will not be progressed any further.
Stage 4 – Offer
Once all interviews have been completed, candidates will be notified of the outcome by email. Offers will be made in strict merit order to the highest scoring candidate first.
The successful candidate(s) will be notified of a start date following successful security checks, which is likely to be during February 2025., A reserve list may be held for a period of 3 months from which further appointments can be made.
Any move to DWP 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. Determine your eligibility at https://www.childcarechoices.gov.uk
If successful and transferring from another Government Department a criminal record check may be carried out.
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 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 Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.
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.
DWP takes development seriously. Our aim is for our colleagues in these roles to be appropriately skilled and qualified – as determined by the business. To support this aim you may be required to undertake a work-based qualification, which may be in the form of an apprenticeship, which will support you in further developing your professional knowledge and skills for this role and your future career development. The qualification can be undertaken in work time, you agree to take this job on the basis that you may be required to undertake a work-based qualification; a candidate’s failure to participate fully in the professional programme, once appointed, may be a breach of their employment contract.
If DWP decides that it is no longer a requirement for you to undertake and attain a work-based qualification, it will release you from this obligation. Any decision to release you from this obligation will not be a breach of contract by DWP.
Important
If you hold a level 3 qualification (2 A levels or equivalent) then please bring your certificates with you to the interview if you have them.
Before applying for this vacancy, current employees of DWP should check whether a successful application would result in changes to their terms & conditions of employment, e.g. mobility, pay, allowances. Civil Servants that would transfer into DWP from other government organisations, following successful application, will assume DWP's terms & conditions of employment current on the day they are posted, unless DWP has stated otherwise in writing.
The evidence you provide must relate to your own experiences. If evidence of plagiarism, or sharing of questions, information or answers throughout any part of the selection process is found, your application will be withdrawn. Examples of plagiarism can include:
• Presenting the work, ideas and experience of others as your own.
• Copying content from an online/published source.
• Using forms of Artificial Intelligence to produce application content which you present as your own.
New entrants are expected to join on the minimum of the pay band.
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 screened and if evidence of plagiarism or copying examples/answers from other sources is found, your application will be withdrawn. Internal DWP candidates may also face disciplinary action
Reasonable Adjustments
At DWP we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.
We consider visible and non-visible disabilities, neurodiversity or learning differences, chronic medical conditions, or mental ill health. Examples include dyslexia, epilepsy, autism, chronic fatigue, or schizophrenia.
If you need a change to be made so that you can make your application, you should contact Government Recruitment Service via dwprecruitment.grs@cabinetoffice.gov.uk 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 are deaf, a Language Service Professional.
If you are experiencing accessibility problems with any attachments on this advert please contact the email address in the 'Contact point for applicants' section.
Feedback will only be provided if you attend an interview or assessment.

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.

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.

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).

Apply and further information
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.

+ Ability to comply with policy and procedures. Understand responsibility to security and data storage procedures. Ability to utilise all digital platforms and building personal capability where necessary.
+ Work collaboratively, effectively within a team.
+ Demonstrate effective communication skills treating colleagues and staff with respect and taking personal responsibility for customer service.
+ Ability to work diligently to achieve a minimum expected performance as directed by the Team Leader.
+ Have a desire to showcase public service at its best.
+ Demonstrate a positive and flexible attitude in order to achieve outcomes in a fast-changing environment.
+ Display integrity and support for others, acting as a positive role model for team and colleagues.
+ Possess the ability to work both autonomously and as part of a team to achieve goals, pre-empting or proactively addressing any potential issues that may arise.
+ Have a willingness to learn how to deliver a DWP service using digital methods. Consistently communicate well to inspire others to achieve results., + Managing a Quality Service
+ Making Effective Decisions
+ Communicating and Influencing

Alongside your salary of £26,337, Department for Work and Pensions contributes £7,629 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
DWP have a broad benefits package built around your work-life balance which includes:
+ Working patterns to support work/life balance such as job sharing, term-time working, flexi-time and compressed hours.
+ Generous annual leave – at least 23 days on entry, increasing up to 30 days over time (pro–rata for part time employees), plus 9 days public and privilege leave.
+ Support for financial wellbeing, including interest-free season ticket loans for travel, a cycle to work scheme and an employee discount scheme.
+ Health and wellbeing support including our Employee Assistance Programme for specialist advice and counselling and the opportunity to join HASSRA a first-class programme of competitions, activities and benefits for its members (subscription payable monthly).
+ Family friendly policies including enhanced maternity and shared parental leave pay after 1 year’s continuous service.
+ Funded learning and development to support progress in your role and career. This includes industry recognised qualifications and accreditations, coaching, mentoring and talent development programmes.
+ An inclusive and diverse environment with opportunities to join professional and interpersonal networks including Women’s Network, National Race Network, National Disability Network (THRIVE) and many more., Working Pattern
Part-time and job-sharing working patterns within working hours will be considered but must meet business needs. We will do our best to let people with existing part time contracts retain their contracted hours provided they are in line with current business needs. Please note that successful part time and job share candidates may be required to work full time for specific periods to complete all training and consolidation. Hybrid Working will not commence until the training / consolidation period has been successfully completed.
Hours of Work
The full-time working week in DWP is 37 hours. You may be required to work at any time between the hours of:
+ 7:45am and 8:00pm on any day between Monday to Friday, and
+ 8:45am to 5:00pm on Saturday.
Managers will agree working patterns with successful applicants within these business hours and review these as appropriate.
You will be given advance notice of your personal schedule.