About the job

Job summary

As the Business Support Officer, you will be responsible for providing day-to-day administrative and/or dedicated PA support to the Extreme Events and Health Protection Senior Management team. You will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. You will be able to 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. As part of the role, you will be working with colleagues who are based across the country at different sites and/or who work remotely.

UKHSA has established the Centre for Climate and Health Security (the ‘CCHS’) to provide scientific advice and support to local, national and international partners to ensure that the impacts of climate change on public health are considered and embedded in system design. Possessing multi-disciplinary teams, scientific infrastructure, and a broad network of partners, UKHSA will speak with an authoritative voice that will aid the design of local, national and international policies, as well as the organisations responsible for delivering them.  

Situated within UKHSA’s ‘Centre for Climate and Health Security’, the Extreme Events and Health Protection (EEHP) team is a focal point for the UKHSA's national health security work for adverse weather events, including aspects of climate change adaptation and health system resilience. The team’s objectives include developing the evidence base for the public health impacts of extreme weather events; co-ordinating the Adverse Weather and Health Plan (AWHP) for England; providing public health guidance about flooding and drought. The team also act as a focal point within UKHSA for the UK National Adaptation Programme (NAP). 

Location

The UK Health Security Agency (UKHSA) offers hybrid working – this means that whilst the role will be based in one of our offices, there will be opportunities for an element of working from home. The role can be based at all core and scientific locations with home working available: 

• Birmingham, Leeds, Liverpool, London, Porton Down, Colindale, Chilton or home working subject to approval 

 
You will be asked to express a location preference during the application process. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business needs and in line with departmental policy. 

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

Job description

As the Business Support Officer, you will be required to carry out the following responsibilities, activities and duties:

• Provide dedicated comprehensive PA support to of one or more individual senior members of the EEHP Team as requested which may include email and diary management, booking travel arrangements and drafting correspondence for senior management
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, managing the EEHP central mailbox.
• 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
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre
• 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 manner
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
• 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 required

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.

For the full list of responsibilities and duties, please see the full job description.

Person specification

It is important through your application and Statement of Suitability of up to 750 words that you give evidence and examples of proven experience of each of the following criteria: 

Essential 

• Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
• Significant administrative and/or secretarial experience including developing, implementing and maintaining office systems, handling sensitive information and managing a wide range of mailboxes
• Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Communicate clearly and concisely both orally and in writing
• 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 

Desirable 

• Experience working in a public sector organisation
• Ability to use digital tools e.g. Jira

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: 

This vacancy is using Success Profiles, and will assess your Behaviours, Experience and Technical abilities. You will be required to complete an application form and a statement of suitability of up to 750 words. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this.

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. This will be used in the sifting process and will be scored.

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

STAGE 2 – INTERVIEW 

This competition will involve a video interview.

All applicants that progress to interview will be assessed on behaviours / experience / strengths / technical / ability through Success Profiles.

The Behaviours tested during the interview stage will be:

• Communicating and Influencing
• Working Together
• Delivering at Pace

 

Expected Timeline:

Advert close: 23:55hrs on Friday 17th 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.

Shortlist: Week commencing 20th May 2024

Interviews: Week commencing 3rd June 2024

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.