About the job

Job summary

The UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. It is aimed at professionals interested in the practice of applied epidemiology. Competency-based training is provided in both classroom settings and through on-the-job learning activities. Six – eight fellows are recruited each year and are based in local, regional and national training locations across England, Wales and Northern Ireland.

The UKFETP Office is responsible for the development, delivery and ongoing management of the UKFETP and is based at UKHSA Colindale. The team currently consists of 1 Director, 4 Scientific Co-ordinators, 1 Virtual Learning Designer, 1 Business Change Manager, 1 Programme Manager and 3 Business Support Officers.

The post holder will lead on a number of business support functions for the team and/or Division and be responsible for the implementation and management of relevant systems and processes. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Location

This role is based in the UKHSA Colindale office, 61 Colindale Avenue, London, NW9 5EQ

*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, Part Time, Job Share

Job description

Responsibilities section:

As a Business Support Manager your main responsibilities will include:

Operational Support

• Provide operational support to a range of corporate functions which may include finance, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications. This may also include providing Executive Assistant support to a Director.
• Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.

 Project Support

• Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead for business services or project manager.
• In the absence of a project officer, maintain project plans, support the provision of management information and participate in working groups.

 Financial and Resource Management

• Support the effective management of finance for the Division, including:
  1. Following UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
  2. Ensure effective monitoring of project budget expenditure.
  3. Provide reports for the management team as required.
  4. Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
  5. Respond to the requirements of internal and external audit as required.

 Leadership and Management

• Problem solve, make decisions and accept responsibility for own actions.
• Support managers to set and monitor team professional standards, including:

1. Supporting the co-ordination of training, development and recruitment activity across the Division.
2. Delivery of the annual appraisal system and compliance with statutory and mandatory regulations.

• Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Division’s needs. Line management will include undertaking appraisals; ensuring direct reports can achieve their objectives and have access to appropriate training; recruitment, induction and progressing any disciplinary or capability issues.

 Quality and Governance

• Provide support to ensure adherence to governance to governance and quality policies and procedures within the team/Division which may include:
  1. Contributing to the development and monitoring of the Division business plan, with responsibility for delivering activities within area of responsibility.
  2. Contributing to the development, testing and exercising of a Division business continuity plan.
  3. Producing written guidance and standard operating procedures for administrative procedures and protocols.
  4. Contributing to the Division governance agenda and working groups.
  5. Adopt and role model a culture of continuous improvement.

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. Please review the job description for a full list of roles and responsibilities.

Person specification

Essential Criteria:

It is important through your application and Statement of Suitability of 1250 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, you must review this to produce your statement of suitability):

Essential

• Educated to a degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
• Experience of undertaking secretariat functions / administering meetings, events
• Experience of writing and preparing reports for senior colleagues and / or meetings
• Experience or understanding of budget management, business planning and business continuity processes
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
• You take a positive approach to tackling problems and find ways to identify suitable solutions
• Ability to work without supervision working to tight and often changing timescales
• Ability to organise one’s own work and that of the team

Desirable

• Working toward a post graduate level qualification
• Experience working in a public-sector organisation
• Ability to lead a team and effectively manage team dynamics to drive forward a shared goal

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%

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 post will involve an interview by in person. 

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. 

Expected Timeline:

Advert close: 23:55hrs on 8th February 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 19th February 2024

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.