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Administrative Officer - Chilton

  • Public sector
  • 11/06/2024
  • £24,291.00 - £25,312.00 /yearly
  • Full Time & Permanent

Job Overview

Job Type

Full Time & Permanent

Salary

£24,291 - £25,312 yearly

Date Posted:

11/06/2024

Expiration date:

08/07/2024

Additional Detail

Job ID

9243

Job Description

UKHSA Chilton, Harwell Campus, Didcot, Oxford, OX11 0RQ

Job summary

We are recruiting Health Protection Administrative Officers to work as part of South East Region Business Operations team. These are key members of our operational team supporting the busy health protection response, and you will need to be a strong administrator, proficient with Microsoft Office packages, and be able to work accurately with pace to meet tight deadlines. You will also be required to keep up-to-date with current practice and learning, and adhere to legislation, policies and procedures.

This is a diverse and interesting role, and one which requires a flexible approach as workload priorities can change. You will be joining our multi-disciplinary Health Protection Operations team of consultants, practitioners, surveillance scientists, emergency planning and business support colleagues. We have a friendly and collaborative team where everyones role is valued and contributes to the UKHSA mission to keep the local population health secure.

Location

This role will be based at our UKHSA Chilton, Harwell Campus, Didcot, Oxford, OX11 0RQ.

The UK Health Security Agency (UKHSA) operates 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 UKHSA Chilton office.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Job description

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.           

Introduction

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards.  We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

Responsibilities section:

The job holder will be required to carry out the following responsibilities, activities and duties:

  • Operate and update a range of databases and computerised case management / surveillance systems. Input confidential data and information accurately and completely, using the correct formats.
  • Deal with complex telephone enquiries and other communications re infectious diseases and incidents that may require a high degree of tact, diplomacy and confidentiality.
  • Organising and supporting internal and external meetings where you will be expected to take minutes, both via Microsoft Teams and face-to-face.
  • Provide comprehensive administrative support, including preparing and responding to routine correspondence, and diary management of one or more senior staff.

Please see attached job description for full duties. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Person specification

It is important through your application and Statement of Suitability (1000 words maximum) that you give evidence and examples of proven experience of the outlined criteria, please see the attached job description for a full list.  

Essential

  • Educated to Level 2 and / or equivalent experience working at a similar level.
  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
  • Ability to 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.
  • Ability to handle telephone enquiries and receive visitors.

Desirable

  • Educated to Level 3 and / or equivalent experience working at a similar level.
  • Experience handling sensitive and/or confidential data.
  • Experience of arranging meetings and supporting events and taking minutes.
  • Experience of working in an office environment.
  • 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 average employer contribution of 27%
  • Range of health and wellbeing support

Any move to UKHSA 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. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK

Working for the UKHSA

For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form and statement of suitability (no more than 1000 words). Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role. This will be assessed in line with the essential criteria please do provide evidence of how you meet this (full list can be found in the attached job description). 

You will also be asked to provide information within the Employer/ Activity history section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history

If you are successful at this stage, you will progress to an interview.

STAGE 2 INTERVIEW 

This stage will involve an interview in person at the Chilton site

As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification. 

The team will use a competency-based framework to assess during interview.

Expected Timeline:

Advert close: 23:55hrs on the 8th July 2024 unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Interviews: w/c 22nd July 2024

Please note these dates could be subject to change.  

 

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)

Nationality requirements

Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found at https://www.gov.uk/government/publications/nationality-rules This job is broadly open to the following groups:

  • UK nationals
  • Nationals of Commonwealth countries who have the right to work in the UK
  • Nationals of the Republic of Ireland
  • Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
  • Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
  • Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
  • Certain family members of the relevant EU, EEA, Swiss or Turkish nationals


We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

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 welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

 

Security clearance level requirement

Successful candidates must pass a disclosure and barring security check.  Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.  People working with government assets must complete Basic Personnel Security Standard checks.

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest. 

Please Note: This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&Cs are found https://www.ukhsa.reed.com/

Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.

Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/

Complaint process: 

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 UKHSA Public Accountability Unit via email: [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. 

Contact Details: Alice Gill, Business Support Manager, [email protected]



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

Please note this Post is NOT regulated by the Civil Service Commission.
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).
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

 
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