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

We have an exciting opportunity and are looking to recruit a Diary Business Support person to join the Central Performance team, in the Strategy Directorate.

 Applicants must be able to demonstrate a passion for public service and an ability to encourage and influence others to deliver quality outcomes.

You will play an essential role in ensuring the smooth running of the Deputy Director’s diary and office.  Ensuring they have the information they need to inform high-profile meetings and visits, so that they can make the best use of their time. Additionally, you will provide administrative, logistical, and business support to the Deputy Director’s senior management team and cover a wide range of interesting and challenging duties in a modern, flexible and dynamic workplace.

This role offers the opportunity for significant interaction with senior leaders and external stakeholders. You will be part of a cross-cutting team and you will be expected to flex workloads to support colleagues and provide continuous service across the area(s) you are supporting.

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. UKHSA’s main hub locations consist of Birmingham, Leeds, Liverpool, and London. 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. 

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

The Diary Manager & Business Support officer will report to the Deputy Director and will working closely across the Central Performance team and the wider Strategy, Policy and Programme group.  This is a varied role and you will provide best practice administrative support across the office. The post will be stretching and demands the highest level of administration services.  You’ll have the chance to establish good, credible working relationships with stakeholders across the Agency.

The work can be fast paced, so you will be adept at prioritising and managing various administrative task to deliver to tight deadlines.  You will need to be flexible and able to support the wider team as needed.

If you are proactive, accurate, keen to learn then this is the role for you. 

Your main responsibilities will include:

• Strategic planning of a Deputy Director’s diary, developing a high-level understanding of key departmental priorities and ensuring efficient and appropriate use of time.
  
• Act as the first point of contact for the Deputy Directors, using initiative and responding to and/or directing queries to the relevant external parties/team members.
• Understand key priorities to support effective decision making around diary management. Developing sufficient understanding of the Deputy Directors specific business areas.
• Highlight priority work to the Deputy Directors and respond to queries using an understanding of the team’s responsibilities and of its key stakeholders.
• Managing commissions to ensure the Deputy Directors are able to complete the requested work in a timely manner, or delegating work to their team where appropriate to meet regular deadlines.
• Provide a full range of secretarial, administrative support and assistance including taking minutes and keeping notes of arising actions
• Ensuring effective inbox management for the Deputy Directors, including recognising and flagging the relevant importance of emails and requests being received.
• Support planning and finalising of agendas for meetings, oversee the coordination and distribution of the relevant paperwork. Liaising with colleagues and stakeholders to deal with enquiries and to coordinate appointments and engagements, arranging meetings for internal and external attendees, booking rooms, preparing materials, etc.
  
• Arrange business travel and accommodation for the Deputy Directors when necessary. Contribute towards the organisation and coordination of large- scale events such as awaydays.
• Taking an active role in the Business Management Team’s Support Network, building up good working relationships with other Business Support Officers to progress work and provide ad hoc cover where necessary.

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.

Person specification

It is important through your application and Statement of Suitability of no more than 750 words that you give evidence and examples of proven experience of each of the essential criteria whilst providing examples of the following:

• Developing effective working relationships with a range of internal and external stakeholders.
• Communicating to a wide range of audiences, adapting your communication style to suit.
• Proven organisational skills and ability to adapt to changing priorities and managing conflicting demands simultaneously in a fast-paced environment.

Essential

• Proven track record of working in a fast-paced environment, including demonstrable experience of diary management and meeting organisation.
• Exceptional time management and organisational skills.
• Be able to effectively prioritise own workload and confidently deal with conflicting priorities.
• Demonstration of working well as part of a team.
• Experience of following processes and operating firmly within a discreet and confidential manner.
• Ability to work and communicate confidently and effectively with stakeholders at all levels.

Benefits

Working for the UKHSA

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.

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

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%
• 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: 

When considering applying please look at how your experience relates to the role, and within your CV and Personal Statement provide detailed evidence of the following:

Your CV

• Proven experience in a fast-paced environment, including demonstrable experience of diary management and meeting organisation.

Your Personal Statement (maximum 750 words)

• Developing effective working relationships with a range of internal and external stakeholders.
• Communicating to a wide range of audiences, adapting your communication style to suit.
• Proven organisational skills and ability to adapt to changing priorities and managing conflicting demands simultaneously in a fast-paced environment.

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:

• Managing a Quality Service
• Making Effective Decisions
• Communicating and influencing

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

Expected Timeline:

Advert close: 23:55hrs on 9th February 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: w/c 26TH February 2024

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/

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. 

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.