Administrative Officer

Job summary

We are seeking an Administrative Officer (AO) to join The Gastrointestinal Infections, Food safety & One Health Division (GIFSOH).

GIFOSH is located within UKHSA’s Clinical Medical Advisor Group at Colindale. The Division’s remit includes providing specialist epidemiology and surveillance for Gastrointestinal Infections (GI), coordinating the investigation of national outbreaks, advising government on the risks posed by various gastrointestinal pathogens and responding to national and international health concerns.

The remit of GIFSOH Division includes gastrointestinal infections surveillance, coordinating the investigation and cause of national gastrointestinal outbreaks and advising government on the risks posed by various gastrointestinal infections.

Job description

The AO will work collaboratively with all members of GIFSOH Division to provide accurate and effective administrative support to include data entry, a comprehensive Secretariat service and other specific administrative duties for the Division including:

Surveillance

• Conduct data entry accurately and efficiently from surveillance questionnaires into routine and/or enhanced surveillance systems and for research projects, ensuring smooth data entry through-put at all times.
• Receive reports, check for duplicates and follow up surveillance data from collaborating microbiologists and public health specialists for enhanced surveillance systems.
• Monitor and identify irregular outputs from the Gastrointestinal Infections surveillance databases and correct where necessary and/or advise original reporting source.
• Conduct analyses of surveillance datasets for routine and ad hoc enquiries.
• Ensure that reference data/tables are kept up to date in the databases.
• Import electronic and scanned data into routine and enhanced surveillance databases.
• Undertake data validation and reconciliation of routine and enhanced surveillance databases.
• Produce tabular and graphical outputs.
• Ensure good information governance and data security, including transfers between internal UKHSA departments.

Outbreak Investigation

• Provide a comprehensive secretariat service, including Formal Minute taking and transcribing at outbreak investigation meetings.
• Download data, check for duplicates and enter onto appropriate surveillance databases.
• Collect, collate and record microbiological data, demographic information and patient contact details from: scientists in diagnostic and reference laboratories, general practitioners, infection control nurses and UKHSA databases.
• Maintain computer logging systems and file all relevant documentation collected during investigations.
• Collate data to produce situation reports and summaries.
• Provide data extracts in support of investigations into local and national outbreaks/incidents and for the preparation of local/national reports.
• Collect enhanced surveillance data through telephone follow up and correspondence.
• Collect patient contact details during national outbreak investigations.
• Undertake telephone interviews of cases or controls for use in analytical studies.

Administration

• Provide comprehensive Secretariat service to include Minute taking and transcribing at departmental and ad hoc meetings.
• Undertake general office duties as necessary, i.e. convening appointments/meetings as requested, photocopying, archiving and collecting/delivering post.
• Provide flexible administrative support in-line with emerging priorities and during periods of surge capacity.
• Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of the Division’s electronic data files on shared drives.
• Undertake divisional inbox triage and monitoring, supporting compliance with Freedom of Information requests.
• Maintain divisional rotas and collating governance and quality metrics.

This is not an exhaustive list, and the above is only an outline of the core components, tasks and outcomes required of the role. You will carry out any other duties as may reasonably be required by your line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the division and the UKHSA.

Person specification

Essential Criteria

• GCSE or equivalent in Maths and English
• NVQ level 3 in either business administration or a science discipline, or significant previous experience in an administrative role
• Trained in office administration
• Significant experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes while working in a similar healthcare setting
• Significant experience of using databases and Excel spreadsheets including running queries
• Advanced working knowledge of administrative applications including Microsoft Word, Excel, Access, PowerPoint and Outlook
• Varied experience of clerical and office procedures
• Strong data entry and keyboard skills
• Strong administrative, organisational and time management skills
• Able to deal with changing patterns of work
• Clear and accurate communicator with strong writing and telephone skills
• Willingness to be flexible and adaptable and able to cross-cover other office roles when required
• Ability to work individually and as part of a team
• High levels of discretion and confidentiality

Benefits

Alongside your salary of £29,613, UK Health Security Agency contributes £8,578 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%

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.

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 evaluated using a competency-based framework which will assess your qualifications, knowledge, experience, skills and abilities outlined in the Essential Criteria listed in this job advert.

Application & Sift - Competency-based

At sift stage you will be assessed against the 14 Essential Criteria listed in this job advert.

You will be required to complete an:

• Application form (‘Employer/ Activity history’ section on the application)
• Up to 750 word Statement of Suitability

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role.

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 or email your CV. Please complete the application form in as much detail as possible.

Healthjobsuk has a word limit of 1500 but your statement of suitability must be no more than 750 words.

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

Only those that 'Meets all Essential Criteria' will progress to Shortlisting.

Shortlisting

In the event of a large number of applications, we may conduct an initial sift on the following Essential Criteria:

• Significant experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes while working in a similar healthcare setting.
• Advanced working knowledge of administrative applications including Microsoft Word, Excel, Access, PowerPoint and Outlook.
• Varied experience of clerical and office procedures.

Feedback will not be provided at this stage.

Interview stage - Competency based

You will be invited to a single face-to-face interview our Colindale Lab, 61 Colindale Avenue, London NW9 5EQ.

In exceptional circumstances, we may be able to offer a remote interview.

During the interview we will assess against the below in relation to the Essential Criteria:

• Knowledge
• Experience
• Skills and Abilities

There will be an assessment during the interview to test minute-taking or agenda-developing skills. More details will be provided prior to interview.

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

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

Salary Information

Grade: Administrative Office (AO)
AO Inner: £29,613 - £30,266 per annum, pro rata

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Location

This role is being offered as hybrid working based at either our core HQ in London/Canary Wharf (E14 4PU) or Colindale Lab in London (NW9 5EQ).

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 a UKHSA core HQ or lab.

UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London). Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).

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. If based at Colindale Lab, the level of security needed is Counter-Terrorist Check. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires CTC clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

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.

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.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).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

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 : Sarah Handy
• Email : sarah.handy@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 the UKHSA Complaints team via email at: 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 for further information: https://civilservicecommission.independent.gov.uk

http://www.healthjobsuk.com/job/v7979761