Administration Officer

Job summary

Overview

The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective administrative support service. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Working for your organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Job description

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
• To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
• Action routine correspondence, prepare acknowledgements and response letters as requested.
• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
• Improve the quality of services and contribute to the improvement of the administration service.
• To be 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 team in their absence and assist with their workloads as necessary.

Financial and Resource management

• Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.

Meetings and Events

• Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded.
• Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources.

Information Governance and Information Management

• Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
• Adhere to clinical governance and security of information arrangements at all times.
• Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

Personal and Professional Development

• Undergo a programme of on-going development and education, including participating in the annual appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role.

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders.

Other

• In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these is available on UKHSA Pulse and form part of the employment contract.
• All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours
• All staff are expected to contribute to the delivery of corporate goals and objectives.
• The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team or Directorate and the Organisation.

Professional Development

• Identify, discuss, and action own professional performance and training/development needs with your line manager through appraisal/individual development plan. Attending internal/external training events
• To participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.

Key Working Relationships

The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA.

Person specification

Role Criteria and Other Requirements

Essential role criteria (including qualifications, licenses and registrations):

• Educated to a level 2/GCSE Maths and English qualification and/or relevant experience working at a similar level within administration.
• Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
• Ability to 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
• Ability to prioritise own work and work with minimal supervision
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
• Ability to handle telephone enquiries and receive visitors
• Ability to work well as part of a team
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of a commitment to equality of opportunity and good working relationships

Desirable role criteria:

• Experience handling sensitive and/or confidential data
• Experience of arranging meetings and supporting events and taking minutes
• Experience of working in an office environment
• Talk to relevant people to get advice and information when unsure how to proceed

Benefits

Alongside your salary of £27,335, UK Health Security Agency contributes £7,918 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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 employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• Up to 1,000 number of words Supporting Statement

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1,000 words. Please do not exceed 1,000words. We will not consider any words over and above this number.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your CV. Please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Longlisting

In the event of a large number of applications, we may longlist into 3 piles of:

• Meets all essential criteria

• Meets some essential criteria

• Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

• Educated to a level 2/GCSE Maths and English qualification and/or relevant experience working at a similar level within administration.
• Ability to handle telephone enquiries and receive visitors
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment

Desirable criteria may be used in the event of a large number of applications/successful candidates.

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

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a face-to-face interview at Horsham. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, Experience, Skills & abilities will be tested at interview.

Interviews dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria - External

Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Location

This role is being offered as hybrid working based at our office in Horsham.

We offer great flexible working opportunities at UKHSA and operate using 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 our office.

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

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.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process, you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Careers website

Please visit our careers site for more information https://gov.uk/ukhsa/careers

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.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Charlotte Dyson
• Email : charlotte.dyson@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

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: Complaints@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 here.

http://www.healthjobsuk.com/vacancy/7739854