About the job

Job summary

Diverse Perspectives and experiences are critical to our success, and we welcome applications from all people from all backgrounds with the experience and skills needed to perform this role. We look forward to receiving your application.

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.

An exciting opportunity has arisen to take on a high-profile, diverse and challenging role as a core part of HSE’s dedicated Board Secretariat function. You will have the opportunity to be part of a wide-ranging and autonomous unit that directly interacts with and supports both the Chair and Chief Executive in their strategic and day-to-day capacities.

Job description

You will be required to provide high quality, efficient and responsive administrative, organisational, and logistical support to the HSE Board, Executive Committee members, and members of the subcommittees, including but not restricted to Operation and Regulation Committee (ORCo), Portfolio Board (PB), Strategic Design Authority (SDA), Performance Hub, Technical Design Authority (TDA) and Health, Safety and Wellbeing Committee (HSW). Booking travel and accommodation with travel itineraries, directions etc. and coordinating travel with others in line with HSE travel policies. Ensuring accurate submission of travel expenses for each Board member, manage Gifts and Hospitality registers, and handle sensitive information.

You will be required to liaise with internal and external stakeholders, organise meetings, source venues, provide support for committees and meetings.

You will support and manage Divisional communication and information systems, including management and oversight of relevant SharePoint sites and CM9.

You will produce comprehensive meeting packs and briefings which may include sensitive information, ensure secure delivery and receipt, as well as maintaining documentation/records for governance and auditing purposes.

You will manage the induction of Non-Executive Director’s and arrange their professional development.

Support the Secretariat team and Planning Finance and Procurement Division (PFPD) during the Annual Report and Accounts process.

Dealing with sensitive information for Board and Committee members.

You will provide general assistance and undertake other administrative tasks required for the smooth running of Secretariat operations and support other ad-hoc divisional and corporate activities.

Complete various monthly accounting/reconciliation functions to ensure the integrity of financial figures across Secretariat which meet external reporting requirements.

Ensure National Audit Office have sight of relevant Board/ExCo documents.

IT support for Board members.

Part time working hours are available for this role. We can accept part time applicants who can commit to working a minimum of 30 hours per week.

At HSE, we are proud to be able to offer our people the opportunity to work in a hybrid way which combines working from home and the office. This is a voluntary, non-contractual arrangement and your allocated office will be your contractual place of work. There will be a requirement to travel to the office for various activities e.g., collaborative working, supporting and training colleagues. If hybrid working is suitable for you and your role, the arrangements will be determined primarily by business need, but personal circumstances and other relevant circumstances will also be taken into account. Therefore, we would encourage candidates to consider if the commute from home to the office is a feasible distance to travel before making an application. Please note that if you are successful, hybrid working will be discussed prior to taking up the post.

Person specification

Key requirements for the role:

Essential:

• Ability to work confidently with senior managers
  
• You will need good verbal and written communication skills
  
• You will need the ability to work independently and as part of a larger team
  
• You should be able to prioritise your time effectively, and show flexibility in pace and ways of working
• Experience of using Microsoft Office software tools including Outlook, Word, PowerPoint and Excel (or if not a willingness to learn)
  
• You should be able to build productive relationships with internal/external stakeholders and identify and manage their differing needs
  

Desirable:

• Experience in planning meetings, coordination of documentation and minute taking would be welcome, or the ability to demonstrate your resilience and focus when working in a busy office environment.

Benefits

Alongside your salary of £27,316, Health and Safety Executive contributes £7,375 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 (opens in a new window), and will assess your Behaviours and Experience.

Application information

As part of your application, you will be invited to complete the two behaviours as outlined below. You will also be asked to provide a statement of suitability of no more than 500 words. This should set out how your experience matches the Essential Skills outlined within the person specification.

Application Guidance

Please access the following link for guidance on how to apply and how to complete a personal statement https://www.civil-service-careers.gov.uk/how-to-apply/

Sift Information

At sift, you will be assessed on your statement of suitability and the two behaviours detailed within the job advert.

The sift is due to take place during the week commencing 5th February 2024.

Interview Information

At Interview, you will be assessed on your experience and the four behaviours detailed in the advert.

The Interviews will take place the week commencing 19th February 2024 via Microsoft Teams.

Further Information

It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful in their application.

For a summary of HSE terms and conditions as part of Civil Service Reform, please see the attached document.

Any move to HSE 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 here

If you have a disability and you need an application form in an alternative format or you would like to know more about our recruitment process, please contact: hr.resourcing-team@hse.gov.uk

Please note, if you are a current civil servant and you are currently undergoing any of the following formal actions your application will not be progressed any further; Formal discipline action, any for attendance, poor performance or any restriction of duties as a result of disciplinary action.

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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.