About the job

Job summary

The Culture Collections Department serves as a Biological Resource Centre, specializing in maintaining and supplying four collections of microorganisms and cultured cells for public health research. This fully integrated service plays a pivotal role in supporting scientific investigations and diagnostic testing. With expertise spanning scientific research, manufacturing, and business activities, the department operates across various laboratories within the UK Health Security Agency (UKHSA). Additionally, it utilizes a specialized cryo-storage facility located at the Porton site.

The Senior Logistics Coordinator will report to the Customer Support Manager. The successful candidate’s primary responsibility within the Customer Service Team is to proactively manage orders from key Culture Collections customers, oversee the entire order process—from receipt to dispatch—ensuring customer satisfaction and contribute to the continuous improvement culture of Culture Collections.

This role will be based at UKHSA Porton Down (Manor Farm Road, Porton Down, Salisbury, Wiltshire, SP4 0JG)

*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, Part Time, Job Share, Flexible Working

Job description

• Responsible for maintaining customer satisfaction, using clear communication and a flexible, proactive approach
• Responsible for proactively managing orders for key Culture Collections customers from receipt to dispatch and enter onto the relevant sales order database as defined in the Culture Collections documentation system
• Plan and execute invoicing and raising of credit notes liaising where necessary with customers and the Finance Department
• Apply specialist knowledge to answer all non-technical national and international customer enquiries using clear and courteous communication in line with agreed time scales ensuring all systems and databases are updated promptly and accurately
• Coordinate activities with the Safe & Patent Supervisor and Inventory Control team to ensure the successful processing of orders for the Culture Collections Safe and Patent service. This includes the receipt, return and invoicing of customer Safes, the receipt & furnishing of Patent deposits and the generation of Patent certificates
• Proactively assist in the training of new staff in Order Processing procedures.
• Liaise directly with customers with regard to international shipping issues
• Apply specialist knowledge to ensure all Culture Collections dispatches meet all national and international rules and safety regulations and provide advice and assistance to customers as required.
• Undertake the ‘hands on’ maintenance and update of all paper inventory control records to ensure all stock movements into, within and out of the Culture Collections ultra-low temperature storage facility are recorded correctly.
• Manipulate and analyse operational databases and compile reports as required from time to time; for example, data required to monitor Key Performance Indicators, customer accounts or efficient inventory control

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 your application and 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):

Essential

• Minimum of 4 GSCEs or equivalent including English & Mathematics
• Minimum of 2 A-levels or equivalent
• Business Administration experience
• Customer service experience preferably in a sales office with an order Processing system
• Intermediate computer literacy MS Office & Oracle
• Good telephone manner & customer communication skills

Desirable

• Beyond A-level qualification or equivalent
• Typing to RSA level 3 or equivalent
• Familiar with databases and Sales Order processing systems
• Intermediate computer literacy Oracle

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. This will be assessed in line with the full list of essential criteria as detailed in the attached job description – 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 held at our UKHSA Porton Down site.

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. 

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).

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.

Expected Timeline:

Advert close: 23:55hrs on the 6th of May 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: from the 7th of May 2024

Interviews: TBC

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)

Nationality requirements

Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found at https://www.gov.uk/government/publications/nationality-rules This job is broadly open to the following groups:

• UK nationals
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the Republic of Ireland
• Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
• Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
• Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
• Certain family members of the relevant EU, EEA, Swiss or Turkish nationals

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

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 welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

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/

Complaint process:

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints1@ukhsa.gov.uk. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website.

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.