About the job

Job summary

EEF Administrator - Engineering

EO National - £25,976 - £30,264

Based at UKHSA Porton Down – on-site.

Permanent Contract

We are looking for an Administrator to join our Engineering, Estates and Facilities team and support the engineering function with various administrative tasks. You will report to the Business Support Officer and work independently to deliver a high-quality administrative service.

You will also communicate and collaborate with different people within and outside our organisation, such as clinical and non-clinical staff, scientists, support staff, managers, HR, Payroll, stakeholders, members of the public, and other public health organisations. You will use phone, email, or face to face methods to handle incoming and outgoing communications and take appropriate actions.

Location

Based at UKHSA Porton Down – due to the nature of the role, you will be expected to be based on-site on a full-time basis

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

Working Pattern – Full Time,

Job description

The job holder will be required to carry out the following responsibilities, activities, and duties:

• Act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain departmental 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.
• Responsible for the organisation of meetings and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings as required.
• Carry out timely and accurate information analysis and reporting on agreed areas and present findings. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications. These will be required to have data input accurately and completely, using the correct formats and is consistent with legislation, policies, and procedures.
• Produce and receipt all departmental purchase orders in line with the correct Standing Financial Instructions.
• Organise and maintain a comprehensive filing system.
• Provide additional resource to support the Dispatch Service when required to ensure a resilient service is achieved.
• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
• Assist with the asset system which records where items are stored around site.
• Liaise closely with the Document Controller to ensure the engineering records are stored appropriately within the Engineering Archive and accurate records are kept at all times.
• Provide administrative support to the Senior and Middle Management within the department where required.

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.

Please see job description attached for full list of duties and competencies associated with the post.

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

• Proven administrative skill and language proficiency.
• Admin experience within a complex organisation or office environment.
• Proficiency in key Microsoft Office products to include Word, Excel and Powerpoint.
• Good communication and interpersonal skills at all levels (internal and external)
• Proactive and methodical approach to work and work challenges, with the ability to prioritise and manage own workload according to business needs.
• Ability to meet deadlines within a high-pressure environment.

 

Desirable

 

• General education to A Level or equivalent (or equivalent courses and experience)
• GCSE or equivalent qualifications at C (or equivalent) in English and Maths.
• Previous experience within a construction / engineering projects department
• It would be advantageous if prior experience had been obtained within an engineering environment.

 

Please ensure that your statement of suitability does not contain any personal identifiers such as Name, Gender, Location, Marital Status, Sexual Orientation or Religion. The UKHSA operates a fair and open recruitment policy.

 

Benefits

Alongside your salary of £25,976, UK Health Security Agency contributes £7,013 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

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. 

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

STAGE 2 – INTERVIEW 

This competition will involve an in-person interview

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. 

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.

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

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

 

Expected Timeline:

Advert close: 23:55hrs on 3rd March 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.

Shortlist: 11th March 2024

Interviews: w/c 18th March 2024

Please note these dates could be subject to change.  

 

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)

Nationality requirements

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.

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.