Business Support Officer

Job summary

We are recruiting for 1 Full time FTE and 1 part time 0.5 FTE positions which will be offered on a merit basis.

The UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. It is aimed at professionals interested in the practice of applied epidemiology. Competency-based training is provided in both classroom settings and through on-the-job learning activities. Six – eight fellows are recruited each year and are based in local, regional and national training locations across England, Wales and Northern Ireland.

The UKFETP Office is responsible for the development, delivery and ongoing management of the UKFETP and is be based at UKHSA Colindale. The team currently consists of 1 Director, 4 Scientific Co-ordinators, 1 Virtual Learning Designer, 1 Business Change Manager, 1 Business Operations Manager, 1 Business Support Manager and 3 Business Support Officers.

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

The post holder will provide day-to-day administrative and dedicated PA support to the senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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.

Specific duties of the role may vary depending on the site and teams/functions.

PA Support

Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include:

• reading, monitoring and responding to the manager's email

• diary management

• booking complex travel arrangements

• preliminary drafting of correspondence on the manager's behalf and/or preparing presentations

• Carrying out basic research

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required

• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate

• Responsible for the planning and organisation of meetings and events, including training events/workshops and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required

• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function

• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre

• Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications

• Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner

• 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

Project Support

• Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups

Financial and Resource Management

• Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure.

• Support the end of year / monthly close down of accounts

Leadership and Management

• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility

Other

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, 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

• Educated to level 3 in business, administration or related subject or relevant experience working in administration or business support capacity

• Experience of working in a team

• Dealing with documents and correspondence of a confidential and/or sensitive manner

• Excellent organisational skills, organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes

• Ability to work under pressure and to strict deadlines, handle multiple tasks and prioritise own workload

• Strong computer literacy including use of Microsoft office, specifically Word, Excel, PowerPoint and Outlook

• Ability to communicate both orally and in writing to a wide variety of people at differing levels, both internally and externally and consider best communication channel.

• Experience of organising and managing events, particularly training events and/or workshops

• An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria:

• Experience of working in a scientific, health or education environment

• Experience of using finance systems and support financial analysis for reports

• Pleasant and calm disposition. Resilient when under pressure, and sensitive and responsible to others who may be working under great pressure.

Benefits

Alongside your salary of £32,624, UK Health Security Agency contributes £9,451 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)
• 1,500 word Supporting Statement.

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

Please do not exceed 1,500 words. We will not consider any words over and above this number.

The Application form and supporting statement will be marked together.

Please note you will not be able to upload your CV. You must 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 will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

If longlisting is used, the pile 'meets all essential criteria' will proceed to shortlisting.

Shortlisting

In the event of a large number of applications we will shortlist on the lead criteria of:

• Educated to level 3 in business, administration or related subject or relevant experience working in administration or business support capacity
• Excellent organisational skills, organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
• Experience of organising and managing events, particularly training events and/or workshops

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

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

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a (single) 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 office/lab based at our Scientific Campus in Colindale.

Based at our scientific campus, you will be required to have a Counter Terrorism Check security vetting check as a minimum. 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 Counter Terrorism Check (CTC) clearance. 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.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is :

• Basic Personnel Security Standard
• Counter-Terrorist Check

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.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

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 : Conny Agyei
• Email : recruitment@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/7956547