About the job

Job summary

National Location: £25,976 - £30,264

Outer London Location: £27,722 - £32,505

Inner London Location: £29,737 - £34,453

The post holder will provide day-to-day administrative support to the Technology Directorate and Senior Management Team (SMT).  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 will work with colleagues who are based across the country at different sites and/or who work remotely.

Location:

The UK 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) working at one of UKHSA's locations (Birmingham, Leeds, Liverpool, and London).  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.

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

Job description

Key Responsibilities

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

Administrative Support

• Provide comprehensive administrative support to teams across the Department
• 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 may 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, Department 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 Business Manager, 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

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

Person specification

It is important through your application and Statement of Suitability of 750 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):

Essential

• 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.
• 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
• Understanding the importance of information governance
• 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, MS Teams and Skype for Business
• Previous experience of working in an administrative environment using computerised finance and procurement systems
• 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

Working for the UKHSA

For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)

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.

• 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%
• 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. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK

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. 

Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).

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. Both 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 an interview by video. 

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.

The Success Profiles framework will be used to assess and recruit the most suitable candidate.  The following behaviours will be used at the interview:

• Working Together
• Delivering at Pace
• Managing a Quality Service
• Changing and Improving

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 18th July 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.

Interviews: TBD

Please note these dates could be subject to change.  

Security clearance level requirement

Successful candidates must pass a disclosure and barring security check.  Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.  People working with government assets must complete Basic Personnel Security Standard checks.

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest. 

Please Note

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/

Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.

Do you meet the nationality requirements for this post? https://www.ukhsa.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

Please note this Post is NOT regulated by the Civil Service Commission. 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.