Business Administrator Apprentice
Job summary
Are you looking for a role that offers personal development and career progression?
Do you want to learn on the job whilst undertaking an apprenticeship to gain a qualification?
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.
Digital, Data, Technology and Security (DDTS) is the trusted team for digital across the entire Defra Group.
We have around 1000 colleagues across DDTS and our ambition is to make it easier and faster than ever for people to interact with Defra. If you are ready to drive innovation and push boundaries, we want to hear from you. Join us and together we will create a great place for living, and a green and healthy future for all.
Find out more about DDTS:
Defra digital, data and technology blog
We are Government Digital and Data Candidate Information Pack V3 - 1
Job description
As a Business Administrator Apprentice, you will report into the Capability Development Analyst and will play an important role supporting delivery of the DDTS Capability Strategy. You will contribute to strategic capability development across DDTS by supporting activity to attract, develop and retain Government Digital and Data professionals, while also helping to strengthen digital skills across Defra.
A key aspect of the role, you will coordinate and book training courses for more than 800+ members of staff across DDTS, ensuring that accurate information is gathered, maintained and used effectively. You will also support the analysis of management information, including gathering and tracking learning requirements, assisting with the production of reports for different audiences, liaising with external suppliers and internal subject matter experts where required, and maintaining learning records to monitor skills and capability development.
You will also use strong interpersonal and communication skills to engage effectively with managers and staff with keeping both informed of progress and next steps.
Person specification
Responsibilities:
• Supporting the Capability Analyst in developing and maintaining L&D collation processes and templates.
• Provide support for L&D commissions, including collating returns and tracking delivery against agreed requirements.
• Work with DDTS staff and L&D Functional Managers to coordinate training bookings.
• Liaise with suppliers and internal stakeholders to agree training dates and supporting arrangements.
• Raise purchase orders, track expenditure and monitor attendance against allocated funding.
• Book training courses through relevant systems and portals.
• Arrange and attend supplier meetings, providing secretariat support where required.
• Update L&D products, including learning paths, toolkits and induction materials.
• Support the Capability Analyst and the Capability team with reconciling spend and budgets.
• Support activity with external suppliers and DDTS staff regarding training sessions.
• Support with day-to-day operational queries and administration tasks, including management of a shared mailbox.
Skills and experience:
• Strong interpersonal skills, with the ability to build effective working relationships with colleagues at all levels.
• Creates and maintains accurate records and documents, handles information appropriately, and helps improve ways of working.
• Communicates clearly and professionally using a range of communication methods.
• Chooses the most appropriate approach, responds to queries effectively, and represents the organisation positively.
• Works proactively, uses good judgement, and makes effective decisions. Handles challenges positively and seeks guidance when needed.
• Delivers high-quality work, uses problem-solving skills to improve processes, and provides guidance and support to others.
• Excellent organisational skills, with the ability to manage competing priorities, remains focused and reprioritises quickly to ensure delivery is not adversely affected by changing demands.
• Excellent Microsoft Office skills, including strong proficiency in Outlook and Excel and other collaborative tools, with the ability to work with discretion.
• Takes ownership of tasks, manages priorities effectively, meets deadlines, and supports the smooth coordination of activities and resources.
• Experience of managing, maintaining and presenting data accurately.
• Experience of working with established processes, including maintaining, updating and improving them where appropriate.
• Technical or administration skills would be an advantage but are not necessary.
Apprenticeship Eligibility Criteria
To be eligible to apply you must:
1. Be ordinarily resident in the UK for at least 3 years*, on the first day of the apprenticeship.
*All apprentices must be currently ordinarily resident in the UK, however there are some exceptions to the 3-year requirement, which are outlined in the Apprenticeship funding rules - GOV.UK
2. Work for more than 50% of your time in England – it is not essential to live in England, but you must physically work for more than 50% of your time in England
3. Ideally work for 37 hours per week
4. Your training provider will advise you on the number of hours allocated to apprenticeship training with the remainder of your time being spent 'on the job' in
the workplace
5. Be able to demonstrate that the apprenticeship will provide “substantive new skills and learning” and that the apprenticeship programme it is “materially different to any other training undertaken or qualification held”.
6. If aged 16 - 18 at the start of the apprenticeship, you will have to provide evidence of a ‘pass’ in GCSE Maths and English (or equivalent) OR be willing to complete Functional Skills modules in working level Maths and English as part of the apprenticeship.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Delivering at Pace
- Developing Self and Others
- Working Together
We only ask for evidence of these behaviours on your application form:
- Managing a Quality Service
Benefits
Alongside your salary of £30,681, Department for Environment, Food and Rural Affairs contributes £8,888 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).- 25 days leave (rising to 30 days over 5 years) plus bank holidays.
- A Civil Service pension with an average employer contribution of 28.97%.
- A day off per year for the King's birthday.
- Access to a range of retail discounts (these include supermarket, tech, gym, holiday, phone and more).
- Flexible working options such as condensed hours, part-time and flexi time.
- 3 paid volunteering days per year.
- Funding for professional membership of a recognised professional body.
- Learning and development tailored to your role and budget for training or qualifications.
- A culture encouraging inclusion and diversity.
- Cycle to work scheme.
- Health cash plan to help you manage health costs for a reduced monthly fee.
- Access to the Employee Assistance Programme open 24 hours, 7 days a week, that provides support to you during any times of stress or difficulty.
- Free access to Headspace for wellbeing.
- Season ticket loan for public transport.
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 and Experience.After submission of the first stage of your application, you will be invited to complete a Civil Service Numerical and a Verbal Test online assessment. For further information: Civil Service online tests - GOV.UK
If you successfully pass the test, you will be invited to complete the final stages of the application.
Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests and application is 23:55 on 09/11/2026.
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 09/11/2026.
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.
The Civil Service marks each element of the selection process on a merit basis. You can visit the gov.uk website for further information on the Civil Service rating scale.
Ensure you have tailored your CV and Personal Statement to the 'skills and experience' section of the job advert by providing examples on how you are suitable for the role using the STAR method.
Please ensure you demonstrate clearly, within your personal statement, how you meet these requirements, as the information you provide will form a key part when the panel is scoring your application.
For further information on STAR, you can check out our Hints and Tips document.
Application process
As part of the application process, you will be asked to complete a 500-word personal statement demonstrating how you meet the person specification detailed in the advertisement and assessed on your experience.
You will be asked to provide one 250-word behaviour statement on the following behaviour Managing a Quality Service. This will be evaluated by looking at your CV and personal statement, so please provide the following and ensure your experience is clearly demonstrated:
- A CV
- A 500-word Personal Statement: Referring to the 'skills and experience' sections of the job advert, please demonstrate how you are suitable for the role by providing relevant examples.
- A 250-word statement on theCivil Service Behaviour 'Managing a Quality Service'.
Further details around what this will entail are listed on the application form.
Sift
Sift will begin shortly after the advert closes.
Should there be a large number of applications, an initial sift will be conducted using your personal statement. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment or interview.
Interview
If successful at sift, you will be invited to an interview where you will be assessed on the Behaviours listed below, as well as Experience.
Interview dates are to be confirmed. Please note that these may be subject to change.
Interviews will be held virtually on Microsoft Teams, further details will be provided if invited to interview.
For further information on Success Profiles, you can visit the links below and watch our videos on DefraJobs.
Behaviours
Experience
Further Information
Location
As part of the pre-employment process for this post, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s).
Where the location is ‘National’ the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.
The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. 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 is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time.
Defra includes the core department, APHA, RPA, Cefas and VMD.
Reserve list
A reserve list may be held for a period of 12 months from which further appointments can be made.
Childcare Vouchers
Any move to DEFRA 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.
Merit Lists
Where more than one location is advertised, candidates will be posted in merit order by location. You will be asked to state your location preference on your application.
Salary
New entrants to the Civil Service are expected to start on the minimum of the pay band. 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.
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.
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.
Higher Security Clearance
All of these posts require the successful candidate to hold Basic BPSS, security clearance. Job offers to these posts are made on the basis of merit. Security vetting will only take place after the receipt of a job offer.
All apprentices must be currently ordinarily resident in the UK, however there are some exceptions to the 3-year requirement, which are outlined in the Apprenticeship funding rules - GOV.UK.
For further information on National Security Vetting please visit the Demystifying Vetting website.
If the applicant has a visa, this must be valid until after the expected end date of the apprenticeship and assessment period.
Who can start an apprenticeship
To start an apprenticeship, you’ll need to be:
- 16 or over
- living in England
- not in full-time education
Final decision about your suitability for the apprenticeship will lie with the training provider.
Visa Sponsorship Statement
Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.
Criminal Record Check
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.
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a basic (or equivalent) 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
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 :
Recruitment team
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.ukIf you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here
Attachments
DDTS CIP Opens in new window (pdf, 2858kB)Salary range
- £30,681 - £31,626 per year