About the job

Job summary

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.   

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.  

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 be based at UKHSA Colindale. The team currently consists of 1 Director, 4 Scientific Co-ordinators, 1 Virtual Learning Designer, 1 Business Change Manager, 1 Business Support Manager 1 Business Operations Manager and 4 business support officers.

The post holder will provide day-to-day administrative and dedicated PA support to the senior management team.  They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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

Main duties and Responsibilities:

PA Support

Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested.  This may include:

• reading, monitoring and responding to the manager's email
• diary management
• booking complex travel arrangements
• preliminary drafting of correspondence on the manager's behalf and/or preparing presentations
• Carrying out basic research

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate
• 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, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
• 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.
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function. 
• 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 manner. 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 manner.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

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, for example JIRA. 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. 

Financial and Resource Management

• Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure.
• Support the end of year / monthly close down of accounts.

Leadership and Management

• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
• 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 staff.
• Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

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 Values actively demonstrating the positive behaviours
• All staff are expected to contribute to the delivery of corporate goals and objectives.
• 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 required.
• 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 manager.
• 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 Organisation.

PROFESSIONAL DEVELOPMENT

• Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan.  Attending internal / external training events
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training. 

KEY WORKING RELATIONSHIPS

 The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal and external to UKHSA. This will include; 

Internal

• UKFETP Director
• UKFETP Programme Manager
• UKFETP Scientific Co-ordinators
• UKFETP Fellows
• Training site Primary Field Supervisors and administrators
• UKFETP Advisory Group members
• Director, Field Services
• Executive Director, Health Protection Operations
• Human Resources and finance teams
• National Infection Service specialist staff including epidemiology and microbiology teams 

External

• Training module facilitators
• Health Protection Scotland
• Public Health Wales
• Public Health Agency Northern Ireland
• Universities and other training providers
• Faculty of Public Health

Person specification

Essential Criteria

• Good standard of education to A Level or equivalent
• Experience of working in a team
• Dealing with documents and correspondence of a confidential and/or sensitive manner.
• Excellent organisational skills
• Ability to work under pressure and to strict deadlines
• Strong computer literacy including use of Microsoft Office, specifically Word, Excel, and PowerPoint 

Desirable Criteria

• Professional secretarial qualifications (NVQ4 Business & Admin or equivalent)
• Experience of working in a scientific, health or education
• Experience of organising and managing events, particularly training events and/or workshops
• Experience of financial transaction and budget management

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

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.

Stage 1: Application & Sift  

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 word Statement of Suitability.  

This should outline how  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..

Shortlisting: In the event of a large number of applications we will shortlist on all the essential criteria. 

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 remote  interview. 

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.  

Unfortunately, late applications will not be considered

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.  

Starting salary  

 New entrants to the Civil Service are expected to start on the minimum of the pay band.    

The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase.    

Either case is determined by whichever is the highest.   

For further details please refer to the Information Sheet- Starting Salaries & Benefits attachment 

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.