Administrative Officer - The Port

Portsmouth City Council

Reference: FEB20226628

Job details


Civic Offices Guildhall Walk Portsmouth

Job type

Full Time, Contract


£20,159 - £21,841 Per Annum

Closing date

9 June 2022

The Service 

The Regulatory Services team is responsible for delivering a pest control service and the regulation of clean air, port health border controls and sampling, health and safety, food safety and standards, animal welfare, communicable diseases, statutory nuisance, environmental permitting, rogue and fraudulent traders, fair trading, product safety, intellectual property crime, age restricted sales, petroleum and explosive safety. 

The Port Health team are part of the City Councils Regulatory Services who are responsible for checking all goods entering the UK from the EU and the rest of the world comply with UK laws post the end of the EU exit transition period in January 2021.  

Portsmouth City Council owns and runs Portsmouth International Port and is the Statutory Harbour Authority and Competent Harbour Authority. Our Port Health responsibilities include imported food controls, international health regulations, international catering waste enforcement, food hygiene, shellfish and water quality monitoring. 

At Portsmouth City Council we’re all about developing our staff, because we want to build a bigger and better city but we need the best employees to do so.

Portsmouth International Port serves the western routes into Europe and is also often the ferry port of choice for businesses exporting from the western half of the UK – as an example we have businesses using our ferry port to export fish from Scotland to Spain. 

What is the role

The purpose of the Regulatory Services Administrative Officer is to provide administrative support to the Port Health team and wider Regulatory Service functions. 

Primarily by assisting with the delivery of the authority’s enhanced Port Health functions at the end of the EU exit transition period, dealing with consignments entering the UK through Portsmouth International Port. 

The Administrative Officer will be the first point of contact delivering front line services across the Port Health service – processing and responding to service enquiries and delivering routine administrative duties. 

The day-to-day duties of the role will include: 

Communicating with staff and customers including importers, agents and hauliers with regards to certifying documentation facilitating the entry and export of goods into and out of the United Kingdom. 

Ensuring that all documents are completed correctly and stored in the appropriate place. 

Receiving and processing service requests as appropriate. 

Issuing correspondence relating to a wide variety of queries including general enquiries, customer service issues and shipments. 

Administration of service invoicing. 

Who is the person

The Administrative Officer will, ideally have: 

Basic operational understanding of several key Regulatory Service functions. 

Knowledge of the administrative functions likely to be undertaken in a Port Health Authority enforcement team – such as those involved with the delivery of organics certification, ship sanitation, fish catch certificates and other import/export documents and our responsibilities to inspect consignments of food and non-food entering the UK through Portsmouth International Port. 

Excellent communication skills – delivering messages clearly so that they cannot be misunderstood. 

Abilities to ensure that any information / situation is handled in a respectful manner without escalation.

An understanding of how personal information needs to be managed. 

Good knowledge of computer software packages with basic Accountancy skills. 

Previous experience in an administrative role. 

As necessary, delivering out of hours services demand and participation in service rotas / shift work. 

What you’ll get in return

As well as competitive pay you’ll receive all the benefits of working within a local authority organisation, which ranges from flexible working hours to a fantastic pension which allows you the opportunity to pay in more for that greater return. 

Annual leave starts at 26 days going up to 30 days and staff discounts for travel and local shops.  We wish to support all our staffs development throughout, if that’s progression planning, or involvement within the on the job apprenticeship scheme, we will work together to drive your career. 

Additional information:

Applications received after this may not be considered. 

All employees and third parties working at PIP are subject to a Substance Misuse – Drug & Alcohol Testing Policy and the Port reserves the right to carry out with cause and random testing.

How to apply:

Please read the “Job Profile” to ensure your application meets the requirements of the role and you fully demonstrate how you meet the points on the job profile. If you wish to send a CV, please consider a cover letter outlining why you are the perfect candidate for this position. 

We look forward to speaking with you soon. 

General Data Protection Regulation (GDPR)

As part of any recruitment process, Portsmouth City Council collects and processes personal data relating to job applicants.  Portsmouth City Council is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulations (GDPR).

Completing and sending an application in for a vacancy is your consent for us to process your data for the purpose of recruitment.  Your data is not used in any other way and you can withdraw your consent at any point in the recruitment process and we will destroy or delete your information.

For more detailed information on what we collect, how we use, store, delete data and your rights you can access a privacy statement on our Job board. 

If you have any queries, contact us on 023 9284 1191 (8:30am to 5:00pm Monday to Thursday, 8:30am to 4:00pm Friday). 

You will need to demonstrate that you have the Right to Work in the UK.  No post will be offered without it.