Application Co-ordinator

Job summary

About the VMD

You may not have heard of the Veterinary Medicines Directorate (VMD), but have you ever:

• eaten meat, eggs, fish or honey
• drunk milk
• owned a pet or animal
• taken antibiotics

If you said yes to any of the above, you are directly affected by what the VMD does.

The VMD is the regulatory and policy lead responsible for issues concerning the authorisation, use, and manufacture of veterinary medicines in the UK.

Our aim is to protect public health, animal health, and the environment, and promote animal welfare by assuring the safety, quality and effectiveness of veterinary medicines.

Find out more at: About us - Veterinary Medicines Directorate - GOV.UK

About the Job

This exciting and interesting role puts you at the heart of the VMD’s work in the authorisation of applications for veterinary medicinal products. You will be part of a team that links with scientific disciplines and has frontline interactions with the pharmaceutical industry and with regulators from other global jurisdictions.
The job holder is responsible for overseeing the progression of application procedures subject to published standard targets for licensing work, as set out in the VMD Business Plan.

These are busy, complex roles and require the ability to problem solve, to prioritise and organise and collaborate with their colleagues when managing the work. It is an ever-changing policy environment and it is essential that the job holder can think on their feet, proactively keep themselves up to date on business changes and rise to challenges quickly and effectively, whilst positively communicating and sharing understanding of processes with the rest of the team.

The post requires individuals to work within clearly defined rules, regulations and policies and their outputs are guided by practice and precedent. However, following Brexit, ongoing political uncertainty and legislation review the policies continue to change and new precedents emerge. We have no expectation that policies will become stable for the foreseeable future.

Job description

The job holder is a primary contact for members of the pharmaceutical industry, and involves communicating with internal assessors, other global country national regulatory body representatives and the pharmaceutical industry. Postholders will become specialists in specific work areas to include [and often oversee] the organising of workloads, monitoring work flow, line management of AOs and regularly train and develop colleagues in the work within their specialist areas. Shared competency is key to ensuring resilience within the teams resources.

You will be:

• Booking on complex applications (include new and variation applications on Marketing Authorisations) – Post holders will need to analyse and interpret the application material and make judgements on a case-by-case basis. They will apply established principles, methods and precedents (where they determine it appropriate) to ensure consistency and accuracy in the progression of work.
• Progressing/Monitoring of applications and assessment of minor variation applications, to include dealing with general enquiries - Post holders will need to analyse and interpret IT systems and make judgements on a case by case basis to ensure compliance with procedure timetables and VMD business targets. They will apply established principles, methods and precedents (where they determine it appropriate) to ensure consistency and accuracy in the progression of work.
• Preparing official licence documentation to applicants - Post holders will need to analyse and interpret the assessment material and make judgements on a case-by-case basis, checking accuracy of existing documents and preparing official licence documentation. They will apply established principles, methods and precedents (where they determine it appropriate) to ensure consistency and accuracy in the progression of work.
• Line management of up to 2 Application Management AOs
• To contribute to the maintenance of the quality management system within the team.
• Ad-hoc tasks specific to the role undertaken, which may include compiling figures for management from IT system searches, attending meetings to take notes, preparing reports/guidance for publication online and assisting with project work.
• Complying with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and Information Management requirements.
• Act corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.

Person specification

The emphasis for this role is on strong organisation and problem-solving skills with demonstrable experience of working to tight deadlines in a complex and varied working environment.

You must be a quick learner with the ability to get up to speed rapidly with the nature of the work, including learning in-house IT systems.

We’re looking for someone that has/is:

• Experience of working under pressure, within a target driven environment.
• Experience in authorisation procedures for veterinary medicinal products, or can demonstrate the ability to develop this understanding quickly.
• Fluent in English language (spoken and written).
• Competent in the use of Microsoft Word, Excel and Outlook.
• A good level of numeracy.

Behaviours

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

• Delivering at Pace
• Developing Self and Others

Benefits

Alongside your salary of £33,350, Veterinary Medicines Directorate contributes £9,661 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension is one of the best workplace pension schemes in the UK public sector, with an average employer contribution of 28.97%
• Free onsite parking
• Free eyesight test
• Onsite gym
• Access to a prayer room

Awork-life balance is key for us all. We offer flexible working as well as health, well-being and discount schemes. The annual leave package starts at 25 days per year and increases to 30 days over five years. We offer generous maternity, paternity, shared, and adoption leave.

This gives you a flavour of what’s available, but there is so much more we could mention – see Civil Service Employee Benefits , Civil Service Careers for further information.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Further information about success profiles with guidance on how to complete your application form is available here - About the application process , Civil Service Careers

Application Process

After submission of the first stage of your application you will be invited to complete a Casework Skills Test. If you successfully pass the test, you will be invited to complete the final stage of the application.

Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests is 23:55 on 16th February 2026. If you fail to complete the online test before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

Do not leave completing the tests until the last minute in case you experience any access or technical issues. There may not be technical support available after business hours and after 2pm on the closing date of 16th February 2026.

While the tests should work on most operating systems and modern browsers with a good internet connection, we cannot guarantee that every combination will work. At the beginning, the test will check which browser you are using, and alert you if it is likely to be incompatible.

It is highly recommended that you complete the online tests on a desktop computer, not a mobile phone or tablet.

Please note that online tests associated with this vacancy are not subject to time limits; for further information visit the Reasonable adjustments for online tests - a candidate guide

As part of the application process, you will be assessed on your experience and will be asked to complete:

• A CV. This should include your job history.
• A 500-word personal statement: "Referring to the 'responsibilities and 'skills and experience' sections of the job advert, please demonstrate how you are suitable for the role by providing relevant examples."

Further details around what this will entail are listed on the application form. Success Profiles: Experience - GOV.UK

You will also be asked to give examples of behaviours, which is one element of success profiles - Behaviours , Civil Service Careers

When giving examples of behaviours, please use the Situation, Task, Action, Result (STAR) format – see A brief guide to competencies - GOV.UK

Sift

Scoring for all criteria for the application is from 1 to 7 – A score of 4 and above will progress to interview unless there is a large number of applications, if so an initial sift will be conducted using the Personal Statement. The panel may agree a benchmark score higher than 4 with a rationale for the decision. Any candidates applying under the Guaranteed Interview Scheme who scores 4 or above on all of the criteria will be offered an interview.

Interview

If successful at the application stage, you will be invited to interview where you will be assessed on experience, behaviours and strengths.

For experience, we will ask you to tell us – in your own words – about your relevant experience against the requirements set out in the job advert. You are asked to keep this to 10 minutes.

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

• Delivering at Pace
• Developing Self and Others

When giving examples of behaviours, please use the Situation, Task, Action, Result (STAR) format – see A brief guide to competencies - GOV.UK

A range of Strengths relevant to this role may be tested at interview. More information on Strengths : Success Profiles: Strengths - GOV.UK

Sift and Interview dates

The sift will be conducted week commencing 16th February 2026.

Interviews are currently scheduled to take place in person at the VMD the week commencing 9th March 2026.

Please note, this timeline is indicative at this stage and could be subject to change.

You cannot claim back any expenses incurred during the recruitment process.

Contract

This role isn’t suited to a home-working contract.

Salary

New entrants to the Civil Service are expected to start on the minimum of the pay band.

If you are new to the civil service, or coming back into the civil service, you will start on the advertised starting salary. You must be in post by 1st April to qualify for that year’s pay rise.

The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.

Working Pattern

This is a full-time post. The type of work we do in Application Management involves multiple, complex reactive timetables and key deliverable dates, requiring full time staff to manage these effectively. The complexity of these timetables would make it very difficult and resource intensive to keep reassigning procedures and ensuring cover for part time working.

Location and travel

This role will be contractually based at the VMD in Weybridge, KT15 3LS. This is a fixed location; the VMD does not use hubs located elsewhere in the UK.

You will be expected to spend at least 60% of your working time in an organisation workplace with the option to work the remaining time flexibly from home. Organisation workplace includes the VMD office as well as time spent at other locations for meetings, conferences, and field-based activities. This is a non-contractual agreement which is consistent with common Civil Service expectations.

Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.

The successful candidate will be required to carry out all their duties from a UK location and cannot do so from an overseas location unless they have permission to do so.

Residency Requirements and security vetting

All posts require the successful candidate to hold Counter Terrorist Check (CTC) security clearance. Job offers are based on merit. Security vetting will only take place after the receipt of a job offer. Candidates will need to meet the residency requirements of residing in the UK for 3 years prior to the CTC application being submitted.

For further information on National Security Vetting please visit the Demystifying Vetting website.

Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter

Reserve List

A reserve list may be held for a period of 12 months from which further appointments can be made.

Near miss

Candidates who are judged to be a near miss at interview may be considered for other positions in Defra which may be at a lower grade but have a potential skills match.

Visa Sponsorship Statement

Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

Childcare Vouchers

Any move to VMD 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; for further information visit the Childcare Choices website.

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.

Internal Fraud Database Check

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.

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 defrarecruitment.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’re deaf, a Language Service Professional.

Please note tests on this vacancy are timed, therefore if due to the need for a reasonable adjustment such as additional time is required please contact us as below.

Accessibility

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

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

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).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 theCivil 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.

Contact point for applicants

Job contact :

• Name : People Services Team
• Email : people@vmd.gov.uk

Recruitment team

• Email : DefraRecruitment.grs@cabinetoffice.gov.uk

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: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here