About the job

Job summary

Part time - (0.5WTE/18.75 hours per week)

The remit of the Gastrointestinal Infections and Food Safety (One Health) Division (GIFSOH) includes gastrointestinal infections surveillance, coordinating the investigation and cause of national gastrointestinal outbreaks and advising government on the risks posed by various gastrointestinal infections. The postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data.  They will be required to ensure the timely collation of data from internal stakeholders, assist with the timely production of reports, answer internal and external requests for information, and support the smooth running of business systems. They will support the Business Support Manager in all administrative aspects of business systems and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service.

The Gastrointestinal Infections and Food safety (One Health) Division (GIFSOH) is located within UKHSA’s Clinical and Public health Directorate at Colindale. The Divisions remit includes providing specialist epidemiology and surveillance for Gastrointestinal Infections (GI), coordinating the investigation of national outbreaks, advising government on the risks posed by various gastrointestinal pathogens and responding to national and international health concerns. 

The Division manages the above functions across a broad range of pathogens including enteric and food borne bacteria, viruses and parasites. It plays an important role in Food safety and One Health and in using advanced techniques such as whole genome sequencing to track national and international outbreaks and antimicrobial resistance in foodborne bacteria.

The GIFSOH Division aims to:   

-              Identify and manage local and national outbreaks of gastrointestinal infections

-              Provide quality assured GI pathogen surveillance outputs and foodborne outbreak investigation data

-              Provide national epidemiological services for public health purposes

-              Describe trends in the incidence and prevalence of gastrointestinal illness and promote public health policy recommendations

-              Inform progress towards global health sector strategy on Food Safety and One Health

-              Lead and contribute to research in gastrointestinal infections

Location

Office based - 61 Colindale Avenue London NW9 5EQ

To be noted that Colindale site is the contractual base for the post and the postholder will be based at Colindale on a permanent basis – no hybrid working.

*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 postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data.  They will be required to ensure the timely collation of data from internal stakeholders, assist with the timely production of reports, answer internal and external requests for information, and support the smooth running of business systems. They will support the Business Support Manager in all administrative aspects of business systems and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service.

Your main responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to teams across the Division, including diary management of one or more senior staff, if required.
• Contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse).
• Contribute to monitoring and progressing of recruitment campaigns, workforce data returns and organisation charts.
• 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 and ensuring appropriate levels of stock are maintained.

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.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. 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 of 1000 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):

Essential

• Two A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent demonstrable experience.
• Evidence of office administration training.
• Significant demonstrable experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes whilst working in a similar healthcare setting.
• Significant experience of using Excel spreadsheets including running queries to assist report writing.
• Advanced working knowledge of administrative applications including Microsoft Office software including Word, Excel, Access, Powerpoint and Outlook.
• Evidence of varied experience of clerical and office procedures.
• Strong data entry and keyboard skills.
• Strong administrative, organisational and time management skills.
• Able to deal with changing patterns of work.
• Clear communicator with strong data entry, writing and telephone skills ensuring accuracy.
• Willingness to be flexible and adaptable with an ability to cross-cover other office roles when required.
• Ability to work individually and as part of a team
• High levels of discretion and confidentiality
• An understanding of and commitment to equality of opportunity and good working relationships.

Desirable

• Working in NHS, public health or other healthcare setting with an understanding of epidemiological terminology

Benefits

Working for the UKHSA

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.

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

Benefits

• 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

Things you need to know

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form. This will be assessed in line with the full list of essential criteria as detailed in the attached job description – please do provide evidence of how you meet this.  Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).

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 Colindale.

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.  Candidates will also be asked to participate in a session where they will be required to complete an assessment using MS packages.  Full details will be provided prior to the interview.

During the interview we will assess your Qualifications; Knowledge and Experience; Skills/Capabilities/Behaviours and Equality and Diversity as outlined in the person specification in the job description.

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 8th May 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: TBC

Please note these dates could be subject to change.  

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&C’s 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: Complaints1@ukhsa.gov.uk. 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. 

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.