About the job

Job summary

The post-holder will have responsibility for administrative functions for the Genomics Sequencing Services in the UK Health Security Agency (UKHSA). This comprises of a high throughput and regional sequencing capacity and capability in support of COVID-19 and Pathogen Genomics. The work of the genomics sequencing services is to support UKHSA’s genomics surveillance programmes, to aid detection of outbreaks and transmission of infections, to characterise and correlate genomics to virulence and antimicrobial resistance mechanisms efficiently and effectively, and generate evidence to support effective interventions, all within the wider UKHSA objective, to significantly reduce the overall public health burden.

The primary responsibility of the post-holder will be to manage their day-to-day workload and use their initiative with limited supervision and necessitates a thorough understanding of the role/work and relevant procedures, as well as excellent judgement, organisational ability, and communication skills. Much of the work is non-routine and requires an ability to cope with working to tight and multiple deadlines. 

Location

The UKHSA offers hybrid working where you will be expected to be lab/office-based 60% of the time. This role can be based at one of our UKHSA locations (Leeds, London, Liverpool, and Birmingham) with opportunities for an element of working from home.

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.*

Working Pattern – Full Time

Job description

As the Personal Assistant, your main responsibilities will include:

• Day-to-day management of diary arrangements for Genomics senior managers including organising internal and external meetings, travel arrangements etc
• To provide a comprehensive confidential administration/secretarial service and executive administrative support, using initiative, prioritizing workload and meeting deadlines
• Organising meetings and minute taking
• Managing and escorting visitors as appropriate
• Administration and maintaining a robust system of document management and control
• To provide a first line response service for stakeholders
• To provide administrative support to the Business Operations team, Senior Genomics leads and other Support staff as appropriate.
• Maintain constructive relationships and communicate effectively with all members of the Genomics team and other stakeholders as appropriate.
• Communicate information and issues, including briefings and reports, to the Genomics team, other colleagues in the organisation and service stakeholders.
• Undertake information/project work and contribute to effective information management.
• Deliver against agreed objectives, achieving quality outcomes.
• To work as part of the genomics team providing support to the department and other staff and to ensure essential cover during sickness and absence.
• To undertake projects and functions as agreed by the Business Operations Manager.

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 refer to the attached job description for a full list of duties and responsibilities.

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 following criteria:

Essential 

• GCSE or equivalent qualifications at C or above in English and Mathematics
• Significant experience of working with high profile stakeholders in a regional or national environment
• Experience of working with senior staff
• High level and proven secretarial/PA skills
• Experience of successfully operating in a politically sensitive environment
• Experience of drafting briefing papers, presentations and correspondence
• Understanding of the wider health system, local government and community sector
• Understanding of the importance of “customer” service. Seeks to understand customer requirements and deliver services that are responsive to diverse customer needs
• Clear communicator with good writing, reporting writing and presentation skills, capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences
• Skills for nurturing key relationships and maintaining networks
• Problem solving skills and ability to respond to sudden unexpected demands
• Attention to detail combined with the ability to extract key messages from complex information
• Skills for manipulating information
• Intermediate keyboard skills
• Professional calm and efficient manner
• Good organisational skills and systematic approach to working
• Understand that bullying, harassment, and discrimination are unacceptable
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems

Desired

• Experience of managing projects
• Secretarial training and qualification

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 submit a statement of suitability of up to 750 words. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this.

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.

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).

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

STAGE 2 – INTERVIEW 

This recruitment will involve an interview either face-to-face or via Teams.

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. 

Please note that as part of the interview process, you may be required to undertake a presentation or test.

 

Expected Timeline:

Advert close: 23:55hrs on 31st 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.

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.