Business Support Officer

Job summary

We are seeking two Business Support Officers to provide consistent, high quality administrative and business support across Field Services within Health Protection in the Regions.

Working either as part of a national central team or in dedicated support to a Midlands regional team, they will deliver a range of administrative, coordination and organisational activities, supporting managers and multidisciplinary teams across multiple sites and remote settings.

The roles require strong organisational skills, attention to detail, and the ability to manage competing priorities while maintaining effective working relationships with a wide range of stakeholders. They will work with a degree of autonomy to ensure work is delivered accurately and to agreed timescales.

This is not a dedicated Personal Assistant position but central roles may provide PA-style support as required to ensure continuity during periods of absence or increased operational demand.

The roles contribute to effective information management, coordination of meetings and reporting, and the smooth operation of business processes and support to incident response activities as required.

As part of UKHSA, they will be required to support incident response, by providing essential business and administrative coordination during incidents.

Job description

They will deliver comprehensive business support acting as a central point of contact for administrative processes and ensuring smooth day to day operations.

Key duties include coordinating meetings and events, producing agendas, papers, minutes and action logs, and maintaining accurate records and filing systems using digital tools and applications.

They will support effective communication by responding to enquiries, liaising with stakeholders, and ensuring information is disseminated promptly and appropriately.

Responsibilities also include maintaining databases, producing routine reports, and supporting accurate information analysis.

They will provide cover for colleagues as required. They may also undertake project management support activities.

Financial and resource responsibilities include supporting budget monitoring, raising purchase orders, receipting goods, and assisting with end of month or year end processes in liaison with finance colleagues.

They will be expected to support continuous improvement of administrative systems and contribute to divisional, directorate and corporate objectives.

They will be required to support incident response activities, acting as part of the first response function by providing coordination and administrative support incidents, in line with UKHSA operational requirements.

Administrative Support

• Provide comprehensive administrative support to teams across the Division.
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for allocated corporate function processes, e.g. compiling and updating health and safety risk assessments and submitting returns on behalf of the team.
• Build and maintain effective working relationships, communicating clearly and professionally with a wide range of internal and external stakeholders. This will involve dealing with enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Organise meetings and events and co-ordinate the production of supporting reports/presentations, agendas, minutes and update 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 to ensure efficiency, quality and cost effectiveness across the business support network.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Division, 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.
• As a Category 1 responder under the Civil Contingencies Act, contribute to preparedness for and response to major incidents and public health emergencies, supporting operational response activity as required.

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. 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 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.
• Undertake effective line management of staff (if applicable) within area of responsibility.
• Support the business support team on their day-to-day activities

Other

• Comply with all UKHSA and local policies, procedures and values, contribute to the delivery of corporate objectives, and support corporate service activities in line with agreed standard operating procedures.
• Commit to ongoing personal and professional development, participating in appraisal, learning activities and training to develop skills to meet requirements of the role.

The above is only an outline of the tasks, responsibilities and outcomes required of these roles.

They will carry out any other duties as may reasonably be required. The job descriptions and person specifications may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

Person specification

Essential Criteria

• Educated to level 3 in business, administration or related subject or relevant experience working in administration or business support capacity
• Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
• Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
• Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Ability to use finance systems and support financial analysis for reports
• 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 follow relevant policies, procedures, and legislation to complete your work
• Ability to work without supervision working to tight and often changing timescales
• Ability to work well as part of a team and strive to ensure the team pulls together and is effective.
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable Criteria

• Enhanced knowledge of digital tools
• Experience working in a public sector organisation or similar large organisation
• Line management skills

Benefits

Alongside your salary of £28,547, UK Health Security Agency contributes £8,270 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension (opens in a new window) 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

Application & Sift (Competency-based)

At sift stage you will be assessed against the 12 Essential Criteria listed in this job advert.

You will be required to complete an:

• Application form (‘Employer/ Activity history’ section on the application)
• 750 word supporting statement

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 your CV. Please complete the application form in as much detail as possible. Please do not email your CV.

Healthjobsuk has a word limit of 1500 but your statement of suitabilitymust be no more than 750 words. We will not consider any words over 750.

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 administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
• Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes
• Experienced at working under pressure handling multiple tasks and prioritising own workload

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.

Please note feedback will not be provided at this stage.

Interview (Competency-based)

You will be invited to a single remote interview. Interview date(s) to be confirmed.

During the interview we will assess against the below in relation to the 12 Essential Criteria:

• Knowledge
• Experience
• Skills and Abilities

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

Qualifications & Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Eligibility Criteria

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

Salary Information

Grade: Civil Service Executive Officer (EO)

EO Inner: £32,624 - £37,737

EO Outer: £30,441 - £35,576

EO National: £28,547 - £33,196

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 campaign is recruiting two Business Support Officer roles:

• Central Business Operations (national team – hybrid based in any of UKHSA core HQs – Canary Wharf, Birmingham, Leeds, Liverpool – or Field Services hubs – Cambridge, Bristol, Nottingham, Newcastle)
• Field Services Midlands regional team (hybrid Birmingham based)

Candidates will be considered for both roles with preferences discussed and at interview. Preferred location will be offered in merit order.

Please be aware that the salary is based on the office location.

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 one of 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 basic disclosure and barring security check before they can be appointed.

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.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 : 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/vacancy/8060758