About the job

Job summary

The Administration Officer will play a crucial role in ensuring the smooth and efficient operation of administrative processes within the Pensions Team, to support the delivery of UKHSA’s objectives.

Your responsibilities will involve performing a variety of administrative tasks to support the daily operations of the Pensions Team. You will be responsible for maintaining accurate records, coordinating schedules, and providing general administrative support commensurate with the grade as directed by the line manager.

Job description

Working as an Administrative Officer at UKHSA, which is a fast-growing operation of 7000 plus employees, your main responsibilities will include:

• Act as a point of contact for Pension enquiries related to the functions of the team. Handle the queries in line with pension procedures, either responding as appropriate or referring to another member of the team.
• Access Pensions online system for the collection of notification, update systems then file as appropriate.
• Maintain employee databases as required, including updating from various sources, collecting and checking data, supplying information as instructed.
• Support the pensions team by organising and maintaining the electronical filing system, ensuring easy retrieval of documents and information when needed.
• Support the maintenance of Pension management systems, including (but not limited to) processes for filing, staff availability, schedules of meetings, diaries, addresses/distribution lists, email address and contact details.
• Use the functions of MS office including mail merge, spreadsheets, data bases and PowerPoint
• Support the maintenance of the Pensions Team guidance, newsletter, communication and weblinks.
• Provide administrative support to the pensions team, such as preparing presentations, formatting documents, and assisting with projects as assigned.
• Undertake research as directed.

Person specification

This is an exciting role within the People Group (HR) in UKHSA, working within the Payroll and Pensions Team.

Our Administrative Office will work within our Pension Team to aid the delivery of a high quality, customer focused, proactive and efficient operational Pensions service to meet UKHSA priorities.

They will have responsibility of the day-to-day tasks of answering pension queries, processing basic pension tasks, and supporting the Pension Team.

You will work closely with the Pension Team, Payroll Team, HR Team, and Recruitment Managers to ensure effective, integrated working quality of service between recruitment, payroll and pensions, and HR administration functions.

Providing proactive and visible pensions support to managers and their teams in accordance with service level agreements and KPI’s. Always ensuring pension queries resolved in a timely fashion.

Essential Criteria:

• Educated to GSCE level or demonstrate administrative experience
• Experience of working administration
• Basic skill in Microsoft Word, Microsoft Excel, and PowerPoint
• Understanding of the importance of Confidentiality
• Ability to communicate effectively
• Ability to work as a team

Desirable Criteria:

• Knowledge of Pensions.

Benefits

Alongside your salary of £22,370, UK Health Security Agency contributes £6,039 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours.

Selection Process:

This vacancy is using Success Profiles.

Stage 1: Application & Sift

Success profiles 

You will be required to complete an application form. You will be assessed on essential criteria, and this will be in the form of 

• a CV/ Application form (‘Employer/ Activity history’ section on the application)
• a 1000 word Statement of Suitability.

This should outline how your skills, experience, and knowledge provide evidence of your suitability for the role- with reference to the essential criteria.

The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to move forward to interview.

Longlisting: In the event of a large number of applications we will longlist.

Shortlisting: In the event of a large number of applications we will shortlist on the lead criteria of Making Effective Decisions.

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

Please do not exceed 1000 words.  We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview  (success profiles)

You will be invited to a (single) remote  interview.

Behaviours and strengths will be tested at interview.

The Behaviours tested during the interview stage will be:

• Making Effective Decisions (lead criteria)
• Working Together
• Delivering at Pace
• Seeing the Bigger Picture

Interviews will be held week commencing 20th May. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Location information 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 one of UKHSA's locations (Birmingham, Leeds, Liverpool, and London).  Specialist or regional roles will be based at the appropriate UKHSA site.

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

Disability Confident scheme 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. 

Reserve List clause Candidates who pass the interview criteria but are not offered a post will be kept on a reserve list for 12 months and may be contacted if similar roles become available.  

If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available. 

Starting salary New entrants to the Civil Service are expected to start on the minimum of the pay band.   

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.  

For further details please refer to the Information Sheet- Starting Salaries & Benefits attachment 

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.