About the job

Job summary

UK Health Security Agency (UKHSA) provides strategic leadership and vision for protecting and improving the nation’s health.  Its ambition is to lead nationally and enable locally a transformation in the health expectations of all people in England regardless of where they live and the circumstance of their birth. It will achieve this through the application of research, knowledge, and skills.  UKHSA is an executive agency of the Department of Health. It is a distinct delivery organisation with operational autonomy to advise and support Government, local authorities, and the NHS in a professionally independent manner. 

Job overview

The Research and Evaluation Administration Team are recruiting for one, permanent Administrative Officer based at UKHSA Porton Down. The post holder will work collaboratively with all members of the team and/or Directorate to provide an accurate and effective administrative support service. They 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 will work with colleagues who are based across the country at different sites and/or who work remotely. 

Location

This is an office-based role, located at UKHSA Porton Down, Manor Farm Road, Salisbury, Wiltshire, SP4 0JG

*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

Job description

Responsibilities section:

The UKHSA Research & Evaluation department at Porton has a vacancy for an Administrator to schedule, organise and fulfil the administrative responsibilities of the department.

The post holder will provide day-to-day administrative support to (a) dedicated group(s) within the department and secretariat support to senior management within these group(s). Such tasks include but are not limited to, diary management, information collating, minutes, logistic support, and other tasks as outlined by the Business Support Manager. They will establish and maintain relationships with stakeholders across the division and provide an exceptional customer service. The post holder will have the ability to work with minimal supervision and flexibly as part of the multi-disciplinary team.

This post holder will engage with Scientists, Researchers, Service Providers and Planners to underpin the delivery of a wide variety of key, research projects on infectious disease, and will:

• Provide a professional front of house reception and hospitality service for the department which may involve meeting and greeting visitors to the building/site.
• Provide flexible departmental support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members, where appropriate to the post holder’s grade. In addition, staff will become familiar with the other duties of the team administrators in order to facilitate business continuity during times of crises or other pressures.
• To undertake general office duties as necessary, i.e., photocopying, faxing, post, hospitality duties. Arrange travel and hotel bookings in line with UKHSA policies and procedures.
• Assist with the dissemination and/or collation               of information/returns for business.
• Learn admin supporting duties to departmental meetings, such as minute taking, agenda preparation, collating meeting papers.
• Multi-diary management for staff within the department management in a timely manner.
• Undertake the typing of correspondence, reports, documents, audio manuscript or draft responses as required.
• Liaise with multi-disciplinary colleagues across UKHSA.

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.

It should be noted that some work of the centre is of a confidential nature and must not be communicated to other persons except where required for authorised purposes.

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

• Professional secretarial/administrative experience
• Minute taking experience, proven experience of multi-tasking and ability to maintain confidentiality and trust.
• Previous experience of working in an administrative environment using computerized data systems.
• Clear communicator with good writing, date entry and telephone skills ensuring accuracy.
• Ability to analyse and interpret information and recommend appropriate actions.
• Able to work on own initiative, organizing and prioritizing own workload without supervision, working to tight and often changing timescales.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems.

Desirable

• Educated to NVQ3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
• Security Clearance.
• Adaptability, flexibility, and ability to cope with uncertainty and change.

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 full list of essential criteria as detailed in the attached job description – 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 an interview by video. 

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.

The Success Profiles framework will be used to assess and recruit the most suitable candidate.  The following behaviours will be used at the interview:

• Communicating and Influencing
• Working Together
• Delivering at Pace 

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

Expected Timeline:

Advert close: 23:55hrs on 21st 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: TBC

Interviews: TBC

Please note these dates could be subject to change.  

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.