About the job

Job summary

The GIFSOH Division is responsible for gastrointestinal infections surveillance, coordinating the investigation and cause of national gastrointestinal outbreaks, and advising government on the risks posed by various gastrointestinal infections. We are seeking an Administrative Support Officer to work collaboratively with all members of the GIFSOH Division to provide accurate and effective administrative support. The successful candidate will be responsible for data entry, a comprehensive secretariat service, and other specific administrative duties for the Division.

This role will be based at our UKHSA Colindale site (61 Colindale Ave, London NW9 5EQ). Some hybrid working may be available (60% of time in office), this is subject to line manager approval and business needs.

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

Working Pattern – Full Time, Hybrid Working

Job description

• Conduct data entry accurately and efficiently from surveillance questionnaires as part of general (BAU) and/or enhanced surveillance systems and research projects, ensuring smooth data entry through-put at all times.
• Receive reports, check for duplicates and follow up surveillance data from collaborating microbiologists and public health specialists for enhanced surveillance systems.
• Monitor and identify irregular outputs from the Gastrointestinal Infections surveillance databases and correct where necessary and/or advise original reporting source.
• Conduct analyses of surveillance datasets for routine and ad hoc enquiries.
• Ensure data security, including transfers between internal UKHSA departments
• Provide a comprehensive secretariat service to include formal minute taking and transcribing at outbreak investigation meetings.
• Collect, collate and record microbiological data, demographic information and patient contact details from: scientists in diagnostic and reference laboratories; general practitioners, infection control nurses and UKHSA databases.
• Provide data extracts in support of investigations into local and national outbreaks/incidents and for the preparation of local/national reports.
• Undertake telephone interviews of cases or controls for use in analytical studies.
• Provide flexible administrative support in-line with emerging priorities and during periods of surge capacity.

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

Essential Criteria:

It is important through your application and statement of suitability of 750 words that you give evidence and examples of proven experience of each of the outlined criteria (full list can be found in the attached job description):

• GCSE O’Level Maths and English or equivalent.
• Educated to NVQ level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven 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 Access databases and 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 administrative, organisational and time management skills.
• Clear communicator with strong data entry, writing and telephone skills ensuring accuracy.
• High levels of discretion and confidentiality

Benefits

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 essential criteria – please do provide evidence of how you meet this. 

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

STAGE 2 – INTERVIEW 

This competition will involve interviews at our Colindale 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. 

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.

Expected Timeline:

Advert close: 23:55hrs on the 7th of January 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.

Shortlist: w/c 8th of January 2024

Interviews: w/c 22nd of January 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&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.