About the job

Job summary

In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you would like to work in, we would love to hear from you.

We are seeking candidates to work within the Ministerial Correspondence and Public Enquiries (MCPE) unit at the Department of Health and Social Care. The role will include the processing of correspondence received from Ministers and members of the public.

This is an opportunity to work in an exciting and challenging environment which sits at the very heart of the Department. We take great pride in providing a high-quality, efficient service to both ministers and the public.

The successful applicants will join a team that is dedicated to delivering an exceptional service. We are committed to the development of our staff, and we provide opportunities to gain further experience and aid career progression.

Job description

MCPE’s administration team is the operational backbone of the unit. It is responsible for triaging and processing both digital and hardcopy correspondence from stakeholders, including MPs, peers, external organisations and members of the public. This work is critical in ensuring that correspondence reaches the appropriate teams within MCPE and the wider Department for handling.

Successful candidates will be motivated, enthusiastic and work well as part of a team. They will have autonomy over their own workload, ensuring that they meet deadlines in a timely manner. Organisation skills and a willingness to adapt to new tasks and ad hoc duties as and when they arise are paramount in supporting the wider unit in delivering its work.

Members of the administration team work closely with other teams within MCPE, making this an excellent opportunity for those who are new to the Department.

Responsibilities

• Take personal responsibility and accountability for your performance. Work to both internal and legal deadlines as required.
• Be an effective member of the team. Support colleagues in your own team and the wider unit as required to ensure targets are met.
• Pay close attention to detail and be committed to delivering a quality service.
• Use appropriate communication skills to handle enquiries in a professional manner.
• Be confident in engaging with both internal and external stakeholders.
• Remain calm and level-headed, even when under pressure. Be positive and focused on achieving outcomes.
• Work flexibly, primarily within the team but also across the wider unit as required.
• Expectation to attend the office 3 times per week.

Person specification

Key skills and experience required for the role

The ability to:

• Demonstrate excellent written English skills including grammar, punctuation, and spelling.

• Work at a consistently high standard and track progress against deadlines, even under pressure.

• Appreciate the importance of delivering a good service to your customers and recognise when this is at risk.

• Adapt to the varying needs of different customers.

• Build relationships with internal and external stakeholders, including those who are senior to you.

• Confidently use IT, including Microsoft Word and Outlook.

Benefits

Alongside your salary of £26,854, Department of Health and Social Care contributes £7,250 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 is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Applications will be sifted on Statement of Suitability and Lead Behaviour: Managing a Quality.

Please use your statement of suitability to (in no more than 500 words) outline how you meet the key skills and experience required for the role as set out in the job advert. Spelling and grammar will be taken into consideration throughout the application.

An initial sift based on Lead Behaviour: Managing a Quality Service may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

Candidates that pass the sift will be required to sit and pass a spelling and comprehension skills test before being invited to interview.

Each candidate will be required to complete an assessment lasting approx. 20 minutes, to assess their literacy skills including spelling and comprehension. If the test has been passed previously then you will not be required to take it again. If you are invited to a test and require or wish to discuss a reasonable adjustment, please contact Mike.Shilliam@dhsc.gov.uk at least 48 hours in advance of the assessment date.

At interview candidates will be assessed on Behaviours and Strengths.

Sift and Interview dates

Sift date: W/C 12/08/2024

Interview date: expected W/C 19/08/2024 

Interview location: Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview.

The available interview slots will be released with the sift scores. 

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 

If you need a change to be made so that you can make your application, you should: 

• Contact Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs. 
• Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

Further Information

To find out more about working in the department please visit our page on the Civil Service Careers Website here and to find out more information on how to apply visit the Civil Service Careers Website here 

Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available. 

Any move to DHSC 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 https://www.childcarechoices.gov.uk

Please be aware that some travel may be required across the DHSC estate. 

Please note that applicants will require BPSS clearance.

This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.

However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment. 

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

Your normal place of work will be your contractual primary workplace - London.  Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support. 

Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate. 

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need. 

There are a limited number of DHSC colleagues who have existing agreed homeworking contracts resulting from Our Future Estate Programme 2023-2024. Colleagues covered by these arrangements are eligible to apply for this role whilst continuing their agreed existing home working arrangement. Occasional travel to DHSC offices or other locations may still be required according to business need. Travel and subsistence will be provided in line with the pre-agreed homeworker arrangements.  

Terms and Conditions

Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful. 

New Entrants to the Civil Service

New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:

• Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff
• Privilege Leave: 1 day - for the King’s birthday
• Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
• Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half pay
• Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service
• Probation: 6 month probation period

Existing Civil Service staff transferring from another Government department, on either level transfer or promotion

All staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above). 

Existing DHSC staff, appointed on promotion

If DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).

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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.