Executive Officer – Director Support Office

Job summary

The Director Support Office (DSO) supports the leadership, governance and day-to-day operation of the Veterinary Medicines Directorate (VMD).

We provide Directors and senior leaders with the support, information and oversight they need to deliver organisational priorities and maintain VMD's reputation as a trusted regulator.

The DSO provides professional private office support to the Chief Executive, Director of Authorisations/Deputy Chief Executive, and Chief Operating Officer. We ensure that business critical work is delivered effectively on their behalf, support key governance processes, and help senior leaders work collaboratively across the organisation. The team also provides committee support for a range of internal and statutory governance committees, ensuring meetings are planned and administered to high standard, actions are effectively tracked, and governance obligations are met.

Our work is varied, fast paced and highly visible, requiring close engagement with colleagues across VMD, Defra Group, Ministers’ Private Offices and a range of external stakeholders.

The team consists of one Higher Executive Officer (HEO), two Executive Officers providing direct support to Directors, and one Executive Officer with lead responsibility for committee support. All members of the team are trained across both directors and committee support functions, enabling a flexible and resilient service that maintains consistency and high standards across all areas of delivery.

Job description

The Executive Officer in the Director Support Office is a key role, providing high-quality, proactive and professional support to VMD Directors and senior leaders. You will be responsible for managing complex diaries, correspondence, travel arrangements and competing priorities, ensuring Directors are equipped with the information, briefings and support they need to operate effectively.

You will build strong relationships with colleagues and stakeholders at all levels. You will use sound judgement and help deliver business critical activities across the organisation.

Responsibilities

You will be responsible for:

• Delivering high-quality executive and administrative support, including complex diary and mailbox management
• Supporting senior meetings where required, including preparing agendas, recording accurate minutes and ensuring actions are tracked and followed through to completion
• Ensuring Directors are well prepared for meetings and engagements by providing accurate diary management, briefing materials and supporting documentation in a timely manner
• Producing high-quality presentations, briefing materials, reports and governance products to support decision making
• Managing and submitting expense claims on behalf of Directors
• Coordinating travel and logistics arrangements and ensuring Directors are well prepared
• Coordinating commissions and ministerial correspondence, ensuring responses are delivered to a high standard and within tight deadlines
• Building effective working relationships with colleagues and stakeholders, maintaining professionalism, discretion and confidentiality at all times
• Maintaining a good understanding of Directors' priorities and the wider operating environment. You will help prioritise work, identify emerging risks and escalate issues when needed
• Responding to routine requests for information from Defra Group, government departments and external stakeholders
• Liaising with a wide range of senior offices, including Ministers, Private Offices, Director Generals and the Chief Veterinary Officer's Office
• Identifying opportunities to improve administrative processes, systems and team ways of working
• Providing project and administrative support across the wider organisation as required
• Complying with ISO 9001 (quality management) and ISO 27001 (information security) standards, and GDPR and record management requirements.
• Acting corporately – meeting, role-modelling, embedding, and championing the corporate objectives set by the VMD.

Person specification

Experience

We are seeking a highly organised and proactive individual who can thrive in a fast-paced environment and build effective relationships with a diverse range of stakeholders.

• Strong written and verbal communication skills, with the ability to build effective working relationships with stakeholders at all levels
• Organising and coordinating senior-level meetings, including preparing agendas, collating papers, taking minutes and tracking actions
• Ability to manage competing priorities and deliver accurate, high-quality work, maintaining attention to detail across a varied workload
• Ability to use initiative, exercise sound judgement and make effective decisions
• Handling sensitive information with discretion and professionalism
• A proactive and self-motivated approach, with a commitment to delivering excellent customer service
• Managing complex diaries for senior leaders including resolving conflicts and prioritising changing demands
• Resilience, adaptability and flexibility when responding to changing priorities
• Is proficient in the use of Microsoft Office 365 packages, particularly Microsoft Teams, Word, Excel, PowerPoint, and Outlook, and can learn in-house packages quickly.
• Experience of providing high-quality administrative and organisational support to committees, senior leaders, or business support environments.
• Working in an organisation with a complex range of internal and external stakeholders
• Experience of supporting governance activities, committees or senior meetings

Behaviours

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

• Delivering at Pace
• Working Together

Benefits

Alongside your salary of £34,434, Veterinary Medicines Directorate contributes £9,975 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).

• 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

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

• A CV which should include your job history, qualifications, skills and experience
• A 500-word personal statement: "Referring to the 'Job Description' and 'Person specification' sections 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

For further guidance and information on how to complete your application (CV application, Personal Statement, and Behaviours), you are encouraged to visit the Civil Service Careers website About the application process , Civil Service Careers

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 CV and Personal Statement. Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to interview.

The panel may agree a benchmark score higher than 4 with a rationale for the decision. Any candidates applying under the Disability Confident 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
• Working Together

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 will be tested at interview See: Success Profiles: Strengths - GOV.UK

Sift and Interview dates

The sift will be conducted week commencing 26 October 2026.

Interviews are currently scheduled to take place in person at the VMD the week commencing 16 November 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. It may be possible for individuals to fill these roles on an 80% FTE basis, but no less due to the tight time constraints of the work commitments.

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.

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.

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.

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.

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

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

Security

Successful candidates must undergo a basic (or equivalent) 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