About the job

Job summary

This is a job share , the available work pattern is Monday to Wednesday , a total of 22.5 hours a week. 

Information Management and Privacy (IMP)’s mission is to provide modern, robust IG (Information Governance) services and assurance of UKHSA data, information, and records. We do this by enabling the organisation to prepare and respond more effectively to health threats by enhancing the controlled and lawful use of our data and information, building public trust, and safeguarding the reputation of the organisation.

The IMP Operations Team support the wider IMP team and the IMP Director to achieve their goals through coordination, facilitation, project management, regular reporting, staffing, governance, and assurance activities. This is an exciting time to join our collaborative and supportive team, in an environment that places a premium on your personal and professional development. You will have the opportunity to help shape the future of compliance at UKHSA and, where this is desirable, work across areas that go beyond the immediate parameters of the role.

Job description

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

• Provide operational support to a range of corporate functions which may include recruitment, induction, finance, HR, governance, business continuity, training, learning and development, staff engagement and communications.
• You will be confident in trying different approaches, able to prioritise and deliver results and supporting your colleagues to do the same, embedding a culture of continuous improvement.
• Work with others to identify areas for improvement and simplify processes, to improve ways of working.
• Engage with relevant stakeholders across the business and act as an ambassador for IMP.
• Participate in cross-team business support meetings and be an active member of the business support community.
• Deputise for Operations Manager (if applicable) and cover for colleagues during periods of absence and holidays.
• Support and undertake ad hoc projects, commissions and policy development for the IMP Operations team and Deputy Director.

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.

 Detailed job description and main responsibilities

• You will provide administration support for the IMP Operations team, encouraging joined up teamwork within your own team and across other groups. As part of this, you will undertake various tasks such as recruitment activity (including the induction of staff), governance, business continuity, staff learning and development, communications and dealing with confidential HR matters. 
• You will also be involved in budget forecasting, setting up purchase orders, receipting invoices and dealing with budget queries. 
• In addition, you will support staff engagement through planning and running team meetings and awaydays and dealing with a variety of general queries and issues. 
• As part of the role, you will engage with relevant stakeholders across the business, promoting good practice and facilitating upcoming initiatives in the wider directorate.
• Adopt and role model a culture of continuous improvement.
• You will be a visible, positive and a competent role model and motivator; promoting wellbeing, team cohesiveness, and manage any other centrally led UKHSA developmental strategies within the wider IMP team.
• This position will suit someone who thrives in a challenging environment, can make effective decisions, able to solve problems and (at times) work under pressure.

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 . 

Essential criteria

Please note as part of the recruitment only the below criteria's will be assessed. To view all criteria's please refer to the attached job description.

• Excellent relationship management, interpersonal and influencing skills.
• GCSE or equivalent qualifications at C (grade 4) or above in English and Mathematics
• Ability to work effectively as part of a team and adapt in a dynamic environment.
• Proactive approach to work and an ability to identify and resolve issues.
• Prioritisation skills with ability to manage multiple strands of work.
• Ability to work under pressure in a fast-paced environment.
• Clear communicator with good writing, reporting writing and presentation skills, capable of constructing and delivering clear ideas and concepts concisely and accurate for diverse audience.
• Experienced using O365.

Desirable criteria

• Competent at understanding and navigating Civil Service structures, relationships, key personnel, and policies and procedures.
• Experience working in Information Governance within a public-sector organisation.

Benefits

Alongside your salary of £30,473, UK Health Security Agency contributes £8,228 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 and will assess your Behaviours and Strengths.

Stage 1: Application and Sift 

You will be required to complete an application form. You will be assessed on the above 6 essential criteria, and this will be in the form of a:  

• CV/ Application form (‘Employer/ Activity history’ section on the application) 
• 750 words Statement of Suitability.  

This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.  

The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to move forward to interview.

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

Please do not exceed 750 words. We will not consider any words over and above this number. 

Feedback will not be provided at this stage. 

Stage 2: Interview

You will be invited to a (single) remote interview.  

Behaviours and strengths will be tested at interview. 

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

• Communicating and Influencing
• Working Together
• Delivering at Pace (lead behaviour) 
• Changing and Improving 

Interviews will be held week commencing 12 August 2024 . Please note, these dates are subject to change. 

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

Location

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.  

Eligibility Criteria 

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

Reasonable Adjustments 

The Civil Service is committed to making sure that our selection methods are fair to everyone. 

To help you during the recruitment process, we will take into account any reasonable adjustments that could help you. 

An adjustment is a change to the recruitment process or an adjustment at work.  

This is separate to the Disability Confident Scheme.  

If you need an adjustment to be made at any point during the recruitment process you should:  

Contact the recruitment team in confidence as soon as possible to discuss your needs.  

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/ 

Artificial Intelligence (AI) 

I understand my application may be rejected or I may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own. 

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.