About the job

Job summary

The Rabies and Immunoglobulin Service (RIgS) at UK Health Security Agency (UKHSA) Colindale is a cross-divisional service supporting the post-exposure treatment of serious infections. RIgS staff comprise a multi-disciplinary team of nurses, a business manager and administrative support; they are hosted in Immunisation under a consultant virologist. Expert guidance and medical support is provided by consultants from each of the divisions responsible for their specific topic area. Immunoglobulins and anti-toxins are rare products that are centrally procured by UKHSA from a range of manufacturers. Stock is held centrally at Movianto, UK on behalf of UKHSA, but also at a number of stockholders distributed throughout the country. The RIgS telephone lines are very busy with over 4000 calls annually. Provide a call answering service for the RIgS telephone line, speaking with medical professionals and accurately taking and recording information on Hpzone. As well as triaging calls the post holder will need to upload completed risk assessment forms to ensure the correct ordering of immunoglobulins or anti toxins. The post holder will need to liaise with external stakeholders on a daily basis to ensure that all products ordered have been delivered at the specified addresses and within appropriate timescales. Emergency orders also need to be processed in a timely manner. RIgS is also contactable via email so the post holder will need to manage multiple inboxes. In addition to the mailboxes the post holder will provide administrational support for the service by running daily/weekly and monthly reports. In addition the post holder will:

• Triage request for Pre-Exposure vaccine requests and process as
• Update the UKHSA Duty doctor pack as
• Assist with the development of request
• Input accurate recording of patient test results on related Hpzone
• Provide support in the event of a product recall to ensure all requested information is available in a timely

The post holder 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 may work with colleagues who are based across the country at different sites and/or who work remotely.

Job description

Key Responsibilities

Specific duties of the role may vary depending on the site and teams/functions.

Administrative Support

•  Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre. Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
• Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as

Project Support

•  Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.

Leadership and Management

• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of
• Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative
• Supervise the business support team on their day-to-day activities, which may include call handling or data

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly either by phone, email or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health.

Personal and Professional Development

•  Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.

Other

• In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on pulse and form part of the employment contract.
• All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours All staff are expected to contribute to the delivery of corporate goals and
• The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as
• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the
• All staff are expected to contribute to the delivery of corporate goals and
• The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as
• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the

This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and / or skills and capabilities outlined in the essential criteria.  

Person specification

Essential criteria : 

• Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
• Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
• Ability to use finance systems and support financial analysis for reports
• Follow relevant policies, procedures and legislation to complete your work
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
• Ability to use finance systems and support financial analysis for reports
• Understand that bullying, harassment and discrimination are unacceptable
• Ability to work without supervision working to tight and often changing timescales
• You work well as part of a team and strive to ensure the team pulls together and is effective
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria : 

• Experience working in a public-sector organisation

Benefits

Alongside your salary of £29,737, UK Health Security Agency contributes £8,029 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

Stage 1: Application & Sift  
 

Competency-based assessments 

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 1500 words Statement of Suitability.  

This should outline how you consider 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 together.  

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

 Please do not exceed  1500 words.  We will not consider any words over and above this number. 

Feedback will not be provided at this stage. 

 Stage 2: Interview

 You will be invited to a (single) remote.

 Knowledge, experience, skills & abilities will be tested at interview. 

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

Eligibility Criteria

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.  

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.