About the job

Job summary

The Food, Water and Environmental (FW&E) Microbiology Laboratories are specialist microbiology laboratories within the UKHSA. Based in 3 sites across the country, the laboratories are geographically well placed to work with local authorities in order to protect the public from health threats posed by contaminated food, water and the environment.

The London FW&E Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals, and commercial clients in London. The laboratory accredited to ISO 17025 and is recognised as an Official Food Control Laboratory for the microbiological examination of food and foodstuffs within the EU.

The postholder will lead and coordinate the provision of professional administrative services within the laboratory and provide a Personal Assistant service to the Laboratory Manager and Unit Head. To be responsible for the supervision and training of other administrative staff within the laboratory. Work effectively with the Business Support Manager to ensure Business plans and services are implemented.

Location

This is a office based role located at Colindale, London NW9 5HT.

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

• To lead and coordinate the provision of professional administrative and secretarial support to senior staff in the laboratory
• To provide a Personal Assistant service to the Laboratory Manager and Unit Head
• To be responsible for receiving and directing telephone calls from health professionals, customers, other agencies and members of the public and where able to deal with enquiries regarding the laboratory’s activities
• To be a member of the Laboratory Management Team and to organise the meeting schedule, prepare agendas and relevant papers and produce minutes and action points for the meetings
• To be responsible for maintaining records of sickness absence and annual leave on all laboratory staff and to provide data on request
• To be responsible for organising and maintaining a confidential electronic filing system within the laboratory office
• To assist in the production of correspondence, reports and scientific publications when necessary
• To supervise the laboratory transport services required to support our customers delivery to our customers.

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.

For the full list of responsibilities and duties, please see the full job description.

Person specification

It is important through your application and Statement of Suitability of up to 1250 words that you give evidence and examples of proven experience of each of the following criteria:

Essential

• Educated to A Level/NVQ standard or equivalent including English language
• Experience of managing priorities within a large complex public organisation
• Experience of records maintenance and filing systems (paper and electronic)
• Experience of using a variety of software packages, data entry and good keyboard skills
• Experience of ordering and invoicing
• Experience of liaising with customers and maintaining customer relationships
• Experience of managing and communicating sensitive/confidential information
• Ability to follow and communicate instructions, ideas and opinions clearly and concisely, both orally and in writing
• Excellent organisational skills and ability to manage own workload
• Able to liaise with colleagues across departments within the UKHSA and work across organisational boundaries
• Ability to work as an effective team member and be able to work collaboratively and cooperatively with other team members
• Demonstrate a high level of motivation and commitment to high standards

Desirable

• Degree in relevant area or equivalent experience, ECDL or Relevant management/training qualification
• Experience of working in the NHS or public health related field
• Knowledge and understanding of laboratory safety requirements and procedures
• Experience of independently managing projects within an administrative capacity
• Previous experience of supervising/managing staff
• Knowledge and experience of financial management including previous experience of monitoring budgets
• Proven ability in identifying and developing efficient and effective systems within the workplace

Benefits

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: 

You will be required to complete an application form and a statement of suitability. This will be assessed in line with the advertised essential criteria – 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 interview either by video or face to face.

Please note that you may be asked to undertake a test or presentation at 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. 

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

• Leadership
• Communicating and Influencing
• Working Together
• Developing Self and Others
• Managing a Quality Service
• Delivering at Pace
• Adaptable
• Analytical
• Efficient
• Explainer
• Organiser
• Team Leader
  
  

Expected Timeline:

Advert close: 23:55hrs on 7th 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: TBC 2024

Interviews: w/c TBC 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)

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

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.