About the job

Job summary

We have an exciting opportunity for a Personal Assistant to work within the Gastrointestinal Infections & Food Safety Division at UKHSA.

In this role, you will provide comprehensive administrative and PA support to the Deputy Director of the division. You will be responsible for building and maintaining strong relationships with various stakeholders, both internal and external. Additionally, you will work independently with minimal supervision and be expected to contribute flexibly as part of a multi-disciplinary team, handling a wide range of administrative tasks. 

Location:

UKHSA Colindale, 61 Colindale Avenue, London, NW9 5EQ. 

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. 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 UKHSA Colindale. Specialist or regional roles will be based at the appropriate UKHSA site. 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.

*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:

• Provide comprehensive PA support to the Deputy Director of GIFSOH Division and clinical colleagues Division as requested
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes.
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Division, Directorate or Group
• Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
• Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the Division in their absence and assist with their workloads as necessary.

Please review the Job Description for the full list of responsibilities.

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 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):  Please ensure your statement of suitability stays within the 750-word limit, as any additional words will be discarded.

Essential

• Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
• Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
• Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money (I)
• Ability to use finance systems and support financial analysis for reports
• Follow relevant policies, procedures and legislation to complete your work.
• Ability to work without supervision working to tight and often changing timescales.

Desirable

• Line management skills
• Ability to use digital tools e.g. JIRA
• Experience working in a public-sector organisation.

Please review the Job Description for the full criteria.

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%

Things you need to know

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form and Statement of Suitability. 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). Please ensure your statement of suitability stays within the 750-word limit, as any additional words will be discarded.

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.

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

STAGE 2 – INTERVIEW 

This stage will involve an interview via MS Teams. 

As part of the process, candidates will be invited to an interview that will involve an in-depth discussion of their previous experience and professional competence. This stage will also include participation in an in-tray exercise, with full details provided prior to the interview.

Expected Timeline:

Advert close: 23:55hrs on 25th July 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: w/c 29th July 2024

Interviews: TBC

Please note these dates could be subject to change.  

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.