Job summary
The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective administrative support service. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.
Working for your Organisation
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Job details
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality
- Action routine correspondence, prepare acknowledgements and response letters as requested
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner
- Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
- Improve the quality of services and contribute to the improvement of the administration service
- To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary
Financial and Resource management
- Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings
Meetings and Events
- Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded
- Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources
Information Governance and Information Management
- Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures
- Adhere to clinical governance and security of information arrangements at all times
- Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA
Personal and Professional Development
- Undergo a programme of on-going development and education, including participating in the annual appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders
Other
- In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these is available on UKHSA Pulse and form part of the employment contract
- All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours
- All staff are expected to contribute to the delivery of corporate goals and objectives
- The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
Please note this list is not exhaustive.
Person specification
Essential criteria
- Educated to Level 2 in administration and / or equivalent experience working at a similar level (working in an administrative support role)
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent
- Prioritise own work and work with minimal supervision
- Produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
- Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
- Handle telephone enquiries and receive visitors
- Ability to work well as part of a team
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria
- Experience handling sensitive and/or confidential data
- Experience of arranging meetings and supporting events and taking minutes
- Experience of working in an office environment
- Talk to relevant people to get advice and information when unsure how to proceed
- You are inquisitive, you seek out new information and look for new ways to develop yourself
Benefits
Alongside your salary of £25,651, UK Health Security Agency contributes £7,431 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).
Additional benefits include:
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
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 and will assess your Experience, Behaviours
Stage 1: Application & Sift
Success Profiles - GOV.UK
You will be required to complete an application form. You will be assessed on the listed 8 essential criteria, and this will be in the form of a:
- Application form (‘Employer/ Activity history’ section on the application)
- 1000 word supporting statement
This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.
You will receive a joint score for your application form and statement. (Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV).
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. Please do not exceed 1000 words.
Longlisting: In the event of a large number of applications, we will longlist into 3 piles of:
- Meets all essential criteria
- Meets some essential criteria
- Meets no essential criteria
We will take pile "Meets all essential criteria" through to shortlisting. Feedback will not be provided at this stage.
Shortlisting: In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:
- Produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.
If you are successful at this stage, you will progress to interview.
Feedback will not be provided at this stage.
Stage 2: Interview
Success Profiles - GOV.UK
You will be invited to a single remote interview. Behaviours will be tested at interview. The Behaviours tested during the interview stage will be:
- Making Effective Decisions
- Working together (lead behaviour)
- Delivering at Pace
Interviews dates to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This role is being offered as hybrid working based at either our Supporting Hub in Bristol or our Health Protection Operation Centre in Totnes. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at either our Supporting Hub in Bristol or our Health Protection Operation Centre in Totnes.
Security Clearance Level Requirement
Successful candidates must pass a basic disclosure and barring security check before they can be appointed. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Baseline Personnel Security Standard.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Salary Information
If you are successful at interview and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
Qualifications and Registrations
For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.
Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.
Reasonable Adjustments
The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/
International Police check
If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.
Internal Fraud Check
If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.
Careers website
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a 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
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.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
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
The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. 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 the UKHSA Complaints team via email at: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Visit the Civil Service Commission website for further information: https://civilservicecommission.independent.gov.uk
