About the job

Job summary

Job title – Business Support Officer

Profession-  Business Support

Directorate – Clinical and Public Health

Full Time equivalent - 37.5 hours

No of Roles – 1

Contract Type – Fixed Term Contract for 12 months

Location – Colindale, London, NW9 5EQ

United Kingdom Health Security Agency (UKHSA) operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.

Working Pattern – Full Time /Job Share / Flexible Working / Hybrid Working

Grade & Salary – Grade EO. Inner London - £29,737- £34,453 per annum.

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.

This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://www.ukhsa.reed.com/.

Closing Date – 02/07/2024. 23:55pm. Unfortunately, late applications will not be considered

Interview Date – W/C 22/07/2024 Please note, these dates are subject to change.

Job description

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards.  We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

Blood Safety, Hepatitis, STI & HIV Division

The Blood Safety, Hepatitis, STI and HIV (BSHSH) Division is the national centre for surveillance of hepatitis, HIV and other sexually transmitted infections (STIs) in England. It is based in Colindale, north London. The Division consists of around 100 permanent and project-funded medical, scientific, technical and administrative staff including epidemiologists, public health specialists, microbiologists, virologists, data managers, statisticians and IT specialists. The Division is also closely involved with the work of the NIHR-funded Health Protection Research Units, which are collaborative ventures involving UKHSA and academia.

The BSHSH Division aims to:

• Describe trends in the incidence and prevalence of hepatitis, STIs and HIV, especially in important behavioural population sub-groups;
• Describe trends in the incidence and prevalence of all infections transmissible through blood, tissue and organ donations;
• Provide national reference and specialist microbiology and virology services, for public health, clinical and diagnostic purposes;
• Monitor the outputs and effectiveness of hepatitis, STI and HIV prevention activities and programmes and support development of national policy;
• Provide information for local needs assessment, service commissioning and evaluation, and to guide prevention activities aimed at reducing risk behaviours and interrupting infection transmission, including through blood, organ and tissue donation;
• Investigate national and uncommon outbreaks, respond to international health alerts, and provide advice on the risks posed;
• Train those working in blood safety and in hepatitis, STI and HIV surveillance, monitoring and prevention;
• Lead and contribute to research in hepatitis, STI and HIV epidemiology, diagnostics, and infection prevention and control.

Job Overview

The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or 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.

 

Main Duties of the Job

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

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.
• 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 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 FARM 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.

 

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 UKHSAPulse 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 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

 

• The post holder will work closely with Consultants, Scientists and other members of the BSHSH Department.
• Reference Department
• Immunisation Department

External

 

• External collaborators

Person specification

Essential skills:

• Degree in business administration or related field or equivalent level of qualification and/or equivalent experience
• Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
• 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
• Experience working in a public-sector organisation
• 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.
• Ability to use finance systems and support financial analysis for reports
• Follow relevant policies, procedures and legislation to complete your work.
• Ability to work without supervision working to tight and often changing timescales
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
• 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
• Understand that bullying, harassment and discrimination are unacceptable.
• An understanding of and commitment to equality of opportunity and good working relationships.

 

Desirable Criteria  

 

• Line management skills
• Ability to use digital tools e.g., JIRA

 

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality 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.

Benefits

Alongside your salary of £29,737, UK Health Security Agency contributes £8,028 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
As part of the application process, you will be asked to provide a Statement of Suitability in no more than 750 words providing examples of how you meet the essential and desirable criteria. It should also detail what you and your experience can bring to the role.

Please note: The system will allow you to write up to 1500 words but please do not exceed  750 words.  We will not consider any words over and above this number.

This part of the selection process should outline how you consider your skills, experience and achievements, and provide evidence of your suitability for the role, with particular reference to the essential criteria outlined.

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 sifting process and will be scored.

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

Feedback will not be provided at this stage

 

Stage 2: Panel Interview

All candidates who are successful at the sift stage will be invited to a remote interview over Microsoft Teams.

All applicants that progress to interview will be assessed on experience / strengths / technical / ability 

When assessing strengths, we want to find out whether you and the job role are a good fit. We will look at what you enjoy doing and what you do well and often. By ensuring that the role is the right fit for you, you are more likely to enjoy it and perform well.

 

Reserve List:

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.

Benefits

• You will be a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.- https://www.civilservicepensionscheme.org.uk/joining-the-pension-scheme/benefits-of-the-pension-scheme/
• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• 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.

 

DBS - People working with government systems must complete Basic Personnel Security Standard (BPSS) checks which includes a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed for this role is BPSS however there may be a requirement for this role to be SC cleared and you should familiarise yourself with the criteria of security clearance.

 

This role is Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants. Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found at https://www.gov.uk/government/publications/nationality-rules This job is broadly open to the following groups:

• UK nationals
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the Republic of Ireland
• Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
• Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• Certain family members of the relevant EU, EEA, Swiss or Turkish nationals

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

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.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

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

Government baseline personnel security standard

It’s important to note that there are currently exceptions to applications being considered if your conviction relates to any of the following:

• life sentences
• arson
• sexual offences
• hate and terror offences

Some departments will also consider the specific offence against the nature of the business, i.e., a conviction for fraud may rule you out for a finance role

 

Complaint process:

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints1@ukhsa.gov.uk. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website. 

 

 

Contact Details – Sophie.Rigney@reed.com

 

 

 

 

 

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.