2015 RECRUITMENT
APPLICANT INFORMATION PACK
AA
Introduction and Welcome
Thank you for your interest in our Administrative Assistant roles in Liverpool. These
appointments are fixed term contracts for a period of 6 months. This pack has been created to
provide you with all the information you will need to submit an application. Other sources of
information which may help you to understand the role is available via the links below:
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Information about Home Office and UK Visas and Immigration is available here:
http://gov.uk/browse/citizenship/citizenship or http://www.gov.uk/visas-immigration
Information about Civil Service recruitment is available here
http://civilservicecommission.independent.gov.uk/news/recruitment-principles/
It is important that you read all of the information within this pack thoroughly before you
complete and submit your application.
Contents
Within this pack you will find the following information:
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About the Organisation: A description of the Home Office and UK Visas and Immigration.
See the introduction section above for links to additional background information.
About the Role: An overview of the role for which you are applying and any eligibility criteria
Job Description: The key purpose of the role, minimum requirements, competencies
required and working patterns.
The Recruitment Process: A description of how your application will be evaluated including
anticipated timescales.
How to Apply: An overview of the process you are about to undertake
Policies and Procedures: That may influence the recruitment activity
Frequently Asked Questions: Including email contact details for any questions you may
have.
About the Organisation
Home Office
The Home Office leads on immigration and passports, drugs policy, crime policy and counterterrorism and works to ensure visible, responsive and accountable policing in the UK. The
Home Office is a ministerial department, supported by 27 agencies and public bodies.
The Home Office is the lead government department for immigration and passports, drugs
policy, crime, counter-terrorism and police.
Borders and Immigration
The government is responsible for securing the UK's borders. We will deliver an improved
migration system that commands public confidence and serves our economic interests. We
believe that improving migration processes to reduce abuse and limiting non-EU economic
migrancy will better serve Britain's interests and deliver a fair system.
The Border and Immigration system as one overarching policy, ‘securing borders and reducing
immigration’; enriches our culture and strengthens our economy and we want to attract people
to study, work and invest in the UK.
UK Visas and Immigration
UK Visas and Immigration is responsible for making millions of decisions every year about who
has the right to visit or stay in the country, with a firm emphasis on national security and a
culture of customer satisfaction for people who come here legally.
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About the Role
Key Information
 These roles are Fixed Term Appointments for 6 months, working in UK Visas and
Immigration (UKVI), which is part of the Home Office.
 The roles are AA grade.
 The roles are in Liverpool, based in UKVI offices at The Capital Building, Old Hall Street,
Liverpool L3 9PP.
 The work carried out will be administrative. More detail regarding the specific responsibilities
is included in the next section under the heading Job Description.
 These jobs are available for full time, part time or flexible working arrangements (including
job share). Hours can vary between a minimum of 23 hours per week up to 37 hours per
week. A limited number of jobs may only be offered on a part-time basis due to the business
needs of certain posts. You will be asked at interview if you would only like to be considered
for part time work.
 All FTA appointments will attract a probation period of six months, during this time you will
work standard hours. If you successfully pass your probationary period, you will then be
eligible to work flexi-time in line with the regional flexi agreement.
 The salary for AA roles starts at £16,272 for full time employees. For part time
appointments, the salary will be adjusted on a pro rata basis.
Eligibility to Apply
This is a Non Reserved post and is therefore open to UK, British Commonwealth and European
Economic Area (EEA) Nationals and certain non EEA members.
DOCUMENTS FOR PRE-EMPLOYMENT CHECKS
Under statutory identification rules, at the interview stage external candidates and those from
other government departments will need to produce:
A: One of the following
 Full valid current 10 year British Passport
 Other full valid passport
B: Plus two of the following as additional forms of identity
 Bank or building society statement at given address - dated within last 3 months
 Credit Card statement at given address - dated within last 3 months
 Original Birth Certificate (issued within 42 days of birth)
 Adoption Certificate (issued within 42 days of adoption order)
 Driving Licence (Photo card and paper counterpart will be required)
 Utility Bill (dated with the last 3 months)/Council Tax Bill(dated within the current tax year)
sent to the candidate at their given address (Mobile Phone Bills are not accepted)
C: Plus one recent passport photo of yourself
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Candidates who have never worked in the UK will be required to provide proof of their
National Insurance Number using one of the following
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National Insurance Card
Original letter confirming National Insurance Number issued by Government Department
Candidates who fall into the groups below will need to bring with them evidence of their
immigration status:
 British nationals who have been naturalised: Naturalisation certificate
 EEA, Turkish and Swiss nationals: Residence permits (if held).
 Commonwealth citizens with no restriction or time limit attached to their stay in the UK:
Original Home Office papers confirming indefinite leave to remain.
You must ensure before making your application that you have the required identification
documents and they are valid. Failure to produce the required identification documents at
interview will result in your application being withdrawn. Your documents must be in the same
name in which you have made your application, if your name differs from your identity
documents, we will require evidence to support the change i.e. marriage certificate. Failure to
do so will result in your application being withdrawn.
You must ensure before making your application that you have the required educational
certificates (see education criteria under the subheading “Minimum Requirements” below).
Failure to produce the documents at interview will result in your application being withdrawn.
If you are invited to interview you must bring your original identification documents and
educational certificates for verification and a photocopy of the originals.
If you are a successful candidate you will be expected to undertake the following level of
security check – CTC.
Job Description
Candidates will be offered an administrative role with the following primary responsibilities.
Administrative
 Undertake case creation / preparation of applications on the Home Office immigration
database and create application pouches / Home Office files.
 Request Home Office files from across the business / offsite storage and track records using
the Record Management (file tracking) System.
 Deal with incoming correspondence, updating the Home Office immigration database and
linking information to Home Office files / application pouches for action.
A full job description is enclosed at the end of this document at Annex A. We recommend all
applicants read this in full before completing their application.
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Minimum Requirements
Applicants need to meet at least one of the following 2 Minimum Criteria:
1. Either applicants require work experience in an office environment or to demonstrate how
their experience is relevant in respect of the competencies listed below.
Relevant work experience will be tested at interview
2. We are looking for applicants to demonstrate the educational attainment which is the
equivalent of 2 GCSEs, at Grade C or above as determined by Ofqual. This can include a
large number of qualifications.
If you are invited to interview you need to bring your educational certificates with you to
demonstrate attainment.
Applicants who cannot demonstrate attainment of education requirements, appropriate work
experience will be tested at the interview stage.
Desirable Criteria
Previous experience of working in an office in an administrative and /or casework environment
or any transferable skills and /or experience.
Competencies
The Key Competencies for this role are:
Competence 1: Making Effective Decisions ( lead competency)
Competence 2: Delivering at Pace
Competence 3: Managing a Quality Service
Competence 4: Collaborating and Partnering
We have included an overview of each competency in the table below.
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Please see below section ‘Recruitment Process’ for more detail about the application process.
Recruitment Process
To help you complete an effective application, we have provided the following information about
the recruitment process you are about to embark upon. UKVI and CSR (Civil Service
Resourcing) will be managing your application and an independent third party will be assessing
your competency statements.
Please note that should you not complete your online application or face-to-face interview
during the timeframes outlined during the application process, your application will not be
progressed. Please also note that due to the volume of applications that may be received, the
timelines are subject to change.
There are 3 stages to your application:
1. Your online application – which must be submitted online by 23:59 26 July 2015. The
application will be sifted on the lead competency and only those passing will have the
second competency scored.
2. Your online test – which must be completed by 23:59 29 July 2015
3. Your performance at a face to face interview – currently scheduled to take place between
24 August 2015 and 4 September 2015 in Liverpool.
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A summary of each of these processes and what we will be evaluating at each stage follows.
Stage 1.
Online Application
You will be required to complete an online application form asking questions about you, your
education or work experience and your competencies. It is important that you answer all
questions fully and to the best of your ability.
The application form includes requests for competency statements, which help us to assess
your ability to undertake the role. The specific competencies for this role are outlined in the
previous section above under the heading “Competencies”.
You will be asked to provide up to 250 word examples in your application form that demonstrate
the indicators of each competency, and submit this by 26 July 2015. You will then progress to
take the online test. Applicants who pass the test and who best demonstrate and evidence the
indicators for the competencies will progress to the interview stage.
Please note, failure to complete all steps and timings set out in the application process will
result in your application being withdrawn.
Assessing Your Online Application Form
If you pass the Online Test, your application form will be evaluated to ensure that it includes
details of how you meet the stated competencies.
The response to the first competency statement “Making Effective Decisions” will be evaluated.
If your response to this section is successful, your response to the second competency
statement “Delivering at Pace” will be evaluated.
If you are shortlisted to attend a face-to-face interview, you will be asked to provide verbal
examples of how you demonstrate all 4 competencies.
Stage 2.
Online Test
As well as your online application form, you will also need to complete an online situational
judgement test. This test is the first element of the recruitment process that is scored for short
listing purposes and only those applicants who meet the standard online test pass mark will
progress to the next stage of the process as described above.
Stage 3.
Interview
Interviews will take place in Liverpool at a location to be agreed. The interview will take place
within 5 miles of The Capital Building, Old Hall Street, Liverpool. Interview dates are planned to
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take place between 24 August 2015 and 4 September 2015. No other interview dates will be
offered.
During the interview you will be asked questions which will give you the opportunity to evidence
your ability to deliver the competencies being sought in this role.
Please bear in mind the following when preparing for your interview
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Expect that at your face-to-face interview you will have around five to seven minutes per
competency to provide your examples and evidence.
Remember to choose real life examples which best demonstrate the indicators and your
experience of this competency.
When deciding which examples to use, keep referring back to the requirements of the post
that are described in this candidate pack.
Another approach that may help you is the STAR approach, detailed below, which helps
provide a structure and focus to your responses.
Some suggestions when preparing your examples:
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Keep the Situation and Task elements brief. Concentrate on the Action and the Result.
Make sure you include how you overcame any problems or obstacles.
Keep looking back at the competency indicators and cover the key points.
Describe your thoughts, actions and feelings rather than just describing what happened.
Don’t forget to include results and show why your actions were effective and / or how you
could have improved on what you did.
Use ‘I’ not ‘we.’ This is about your role in the task and how you affected the outcome.
Use short statements that show the value you added and use your own words.
Choose your most powerful examples – situations that have lots of substance.
Don’t get caught up in telling a story in your example. Just give enough to show:
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how you went about the task?
why you did it the way you did?
any obstacles you encountered?
Your performance within the face-to-face interview will be scored and ranked. Top scoring
applicants from the face-to-face interview and lead competency sift will receive confirmation via
email of their employment offer, subject to completion of the appropriate pre-employment
checks. We will provide a guide on how to complete the pre-employment checks within your
confirmation of offer letter.
We may also offer successful applicants a place on the Reserve List. This means that we may
contact you at any time in the following 12 months and offer you a post if and when they come
available.
Due to the likelihood that these posts will attract a high volume of applications, no feedback will
be given. You will only be provided with a score explanation of the marking against each
relevant competency.
Please note:
 You must ensure before making your application that you have the required identification
documents. Failure to produce the required identification documents at interview will result
in your application being withdrawn.
 You must ensure before making your application that you have the required educational
certificates. Failure to produce the documents at interview will result in your application
being withdrawn.
 If you are invited to interview you must bring your original identification documents and
educational certificates for verification and a photocopy of the originals.
How to Apply
Click on the Apply Now button on the CS Jobs webpage within which you located this
Information Pack and complete the online application form by no later than 23:59 on 26 July
2015.
If you experience any issues with submitting your online application, please e mail
[email protected]. You will receive a response within 48 hours of submitting
your query.
Should you have any question about the posts or the recruitment campaign, please use the
vacancy holders contact e-mail address [email protected] A
member of the recruitment team will contact you if your query cannot be resolved by e-mail.
Please also provide your name and contact details in the email.
Please ensure you understand the following before you apply:
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Successful candidates must pass security clearance (CTC Level) and will only be offered
the position on the condition that they either hold Home Office CTC clearance already or
subsequently pass the clearance process.
It may take several months to complete your security clearance
These jobs are expected to start from October/November 2015.
These are fixed term appointments for 6 months.
You must have completed all of the information on the online application form by 26 July
2015 at 23:59 and that late applications will not be considered
You must complete the online test by 29 July 2015.
If you are shortlisted you will be asked to attend a face-to-face interview between 24 August
2015 and 4 September 2015 and you MUST be available to attend during this time. You will
be provided with a weeks’ notice of available interview dates and times.
We may operate a reserve list for these positions up to 12 months
We will not be able to provide you with feedback at any stage of the application or
recruitment process.
Policies and Procedures
Travel expenses will not be refunded.
No Relocation Allowance is payable in relation to these roles.
The Civil Service is committed to providing services which embrace diversity and which promote
equality of opportunity. We also offer a guaranteed interview scheme for disabled applicants
who meet our minimum selection criteria.
We will not tolerate discrimination on any of the following: gender, marital status, sexual
orientation, race, colour, nationality, religion, age, disability, HIV positivity, working pattern,
caring responsibilities, trade union activity or political beliefs – or any other grounds.
Commissioners Statement: The Cabinet Office’s recruitment processes are underpinned by the
principle of selection for appointment on merit on the basis of fair and open competition as
outlined in the Civil Service Commission’s Recruitment Principles
(http://civilservicecommission.independent.gov.uk/news/recruitment-principles).
If your application has not been treated in accordance with the Recruitment Principles and you
wish to make a complaint, you should contact the recruiting department in the first instance
(https://jobs.civilservice.gov.uk/help/faq.cgi) If you are not satisfied with the response you
receive you can contact the Civil Service Commission.
http://civilservicecommission.independent.gov.uk.
Pension Statement: Pension schemes are available and more information will be provided to
successful candidates. For further information on these schemes please refer to the following
website www.civilservice.gov.uk/pensions
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Frequently Asked Questions
How do I apply for a role?
Applications will be carried out through an online process. To gain access to the online
application process you will need to click the Apply Now button on the CS Jobs webpage within
which you found this Information Pack
If I am an internal applicant or work for another governmental department, can I apply for
this post?
Yes, but please note these posts are fixed term appointments.
 Permanent member of staff can apply for a FTA post.
 Staff can apply on level transfer or promotion.
 If Home Office staff gain an FTA post on promotion, they retain that promotion at the end of
the FTA period, when they will either be redeployed or declared surplus.
 If staff come on loan from OGDs it will be for the parent/home department to decide whether
their promotion will be recognised on return.
 OGD staff will need management approval to apply in advance of making an application.
How long does my contract last?
We are recruiting for fixed term appointments of 6 months. Staff joining from other government
departments will join on a loan basis, and current Home Office staff will join on a detached duty
basis for the duration of the posting.
Are there car parking facilities on site?
There is no free parking at the Liverpool site, however there are a range of parking options
available locally as well as public transport:
Will I get feedback on my application or interview?
Please note that we receive thousands of applications each year. Due to this, we are unable to
provide detailed feedback on your application, assessment results or your interview. We
apologise for this in advance of your application.
What terms and conditions apply to this vacancy?
Please refer to the Notes for Candidates which accompany the advert.
I am disabled, what support or adjustments can I expect?
Guaranteed Interview Scheme (GIS)
UKVI and the Home Office are committed to the employment and career
development of disabled people. To demonstrate our commitment, we use
the Disability Symbol which is awarded by the Job Centre Plus. As a symbol
user, we guarantee an interview to anyone with a disability whose
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application meets the minimum criteria for the post.
If you consider yourself to have a disability and your application meets the minimum criteria for
the role, we will guarantee you a face-to-face interview. We will make reasonable adjustments
to our process and systems to those applicants that require them, for example, to the online
assessments.
If you require reasonable adjustments to be made to support your application form, the online
assessment, at your interview or if successful in the workplace, please detail this in your
application form. Please note, the closing date for your application form 26 July 2015 at 23:59
respectively. Please let us know as soon as possible so that we can support you where possible
in completing your application; for example, allowing additional time for you to complete the
online assessment.
Who do I contact if I have any further questions?
If you experience any issues with submitting your online application or completing the test,
please email [email protected] You will receive a response within 48 hours
of submitting your query.
Should you have any question about the posts or the recruitment campaign, please use the
vacancy holders contact e-mail address [email protected] A
member of the recruitment team will contact you if your query cannot be resolved by e-mail.
Please also provide your name and contact details in the email.
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ANNEX A: FULL JOB DESCRIPTION
Primary Information
Job Title:
Grade:
Business Area:
Location:
Management:
Fixed Term Appointment
Administrative Assistant – Permanent Migration
UK Visas and Immigration
The Capital Building, Old Hall Street, Liverpool
None
Background
UK Visas and Immigration are looking to recruit a number of Administrative Assistants for
Permanent Migration.
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Permanent Migration, part of UK Visas and Immigration, is responsible for several
workstreams, including Nationality, Settlement and European Casework.
Key Tasks/ Activities
 Copy supporting evidence submitted with immigration applications and store in line with
management best practice
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Undertake case creation/preparation for immigration applications on the Home Office
immigration database and create application pouches/Home Office files
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To record/log correspondence and information received from customers on the immigration
database
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Ensure electronic records are promptly and accurately updated at all times to reflect case
progress and changes to circumstances
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Request Home Office files from across the business/offsite storage and track records using
Record Management (file tracking) system
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Manage local file holds and track files/pouches to caseworkers as directed
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Deal with queries/problems, written and telephone, as necessary from caseworkers and
customers
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