Executive Officer to Toxicology Department and Committee Administrator

Job summary

The Toxicology Department provides Public Health advice to other parts of RCCE, the Department of Health and Social Care and other Government departments and agencies, Local Authorities and other stakeholders including members of the public on the risks to health from environmental hazards (chemicals, particles and bioaerosols). The Toxicology Department undertakes research that underpins chemical regulation and policy development. All of the research underpins the UKHSA role in public health protection from environmental hazards. The Department has an important role in providing scientific secretariat and administration support to two DHSC committees (Committee on Carcinogenicity and Committee on Mutagenicity, COC and COM) and scientific support to the Committee on Toxicity, COT and provides evidence and advice to protect health from Radiation, Chemicals, Climate and Environmental Hazards. To support evidence-anchored advice for Health Security, RCCE undertakes research work with various university partners and other organisations including within Health Protection Research Units (HPRUs) supported by the National Institutes of Health Research (NIHR).

Radiation, Chemicals, Climate and Environmental Hazards (RCCE) provides evidence and advice to protect health from Radiation, Chemical and Environmental Hazards. To support evidence-anchored advice for Health Security, RCCE undertakes research work with various university partners and other organisations including within Health Protection Research Units (HPRUs) supported by the National Institutes of Health Research (NIHR).

The role provides comprehensive personal assistant and business support to the Head of Department and Department staff. The Department supports a wide ranging portfolio of work, including programmes on Experimental Toxicology, General Toxicology and Biomonitoring, Analytical Toxicology and also an International Regulation Group.

Job description

The postholder will be required to carry out a wide range of administrative and support duties including diary management, drafting correspondence, arranging travel, overseeing staff training completion and records, collating information and arranging and attending meetings as minute taker. On occasions the postholder may have to assist in emergency response incidents or exercises. The role also includes provision of support to the DHSC Committees on Toxicity, Carcinogenicity and Mutagenicity (COT, COC and COM); some scientific support to these Committees is provided through an external contract.

The main duties are as follows:

To provide Personal Assistant support to the Department Head and administrative support to the other staff of the Toxicology Department and secretariat support to a number of independent expert committees that provide advice on the health effects of chemicals.

Secretarial

• Required secretarial support for Department Head and Department staff
• Management of Department diaries
• Minute secretary for departmental, RCCE Committees and UKHSA meetings (agenda, collating paperwork and preparing files, minutes, tracking actions etc)
  Record keeping
• Travel
• Staff attendance on training courses and seminars
• Monitoring of participation in mandatory training programme
• Arranging and attending meetings (various UK locations) – room hire, invitations etc
• Support to DHSC Committees (COC, COM) including preparation of papers for members, arranging and attending committee meetings, report preparation, updating of websites, member appraisals and recruitment documentation
• Resolve facilities or IT related issues raised within the Department by liaising with the relevant departments
• Assist senior staff with high level administrative support for scientific correspondence, scientific committees, national and international projects
• Incident logging duties (when required)

Business and Financial Support

• Keeping financial records, arranging honorarium payments and expenses for committee members
• Provide resilience/support as required for the routine business support functions undertaken by the Department
• Maintain office supplies and equipment and provide support in relation to the MaPS service which will include placing orders, completing timesheets and expenses
• Maintain RCCE Seminar Series, liaise with external speakers, oversee events and process any honorarium and expense payments.

HR/Staff

• Recording of leave and sickness absence for Department staff
• Support for recruitment processes and staff changes
• Arrange UK travel for Department staff – rail, car hire, hotel bookings
• Process overseas travel for Department staff including costing, conference registration, travel bookings, visas et

Administration
Preparing correspondence, formatting reports, contracts etc in line with UKHSA guidelines

Person specification

Essential criteria

• Professional secretarial qualifications (NVQ4 Business and Administration or similar) or equivalent experience
• GCSE or equivalent qualifications at C or above in English and Mathematics
• Proven experience in secretarial and administrative support
• Demonstrable ability to manage own time, prioritise own workload, multi-task and work well under pressure
• Experience of effectively working with a range of Office software including Microsoft Word, Excel, Powerpoint, Teams and Sharepoint
• An ability to communicate effectively; formally, informally, in writing and orally to customers/clients, UKHSA staff and external agencies
• Ability to collate, analyse and interpret information and/or data
• Capable of creativity and innovation; confident to use own judgement and initiative but recognise when discussion with others is required
• Ability to work unsupervised and to remain focused on the tasks in hand
• An understanding of and commitment to equality of opportunity and good working relationships.

Desirable criteria:

• ICDL or equivalent
• Knowledge of the range of services and functions provided by RCCE and how these are delivered
• Basic understanding of the concepts of public health protection in relation to the Department’s remit

Benefits

Alongside your salary of £30,441, UK Health Security Agency contributes £8,818 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%

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.

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 (10) essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1000 word 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.

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 C.V –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.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. We will not consider any words over 1000 words.

Longlisting:

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

1. Meets all essential criteria
2. Meets some essential criteria
3. Meets no essential criteria

If used, the following will proceed to shortlisting:

1. Meets all essential criteria
2. Meets some essential criteria

Shortlisting:

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

• Professional secretarial qualifications (NVQ4 Business and Administration or similar) or equivalent experience
• Demonstrable ability to manage own time, prioritise own workload, multi-task and work well under pressure
• An ability to communicate effectively; formally, informally, in writing and orally to customers/clients, UKHSA staff and external agencies
• Experience of effectively working with a range of Office software including Microsoft Word, Excel, Powerpoint, Teams and Sharepoint

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 & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a single face to face interview. (In exceptional circumstances, we may be able to offer a remote interview).

Knowledge, experience, skills & abilities will be tested at interview.

Interviews dates are 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.

Location

This role is being offered as office/lab based at our Scientific Campus in Chilton.

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. 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.

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 Counter-Terrorist Check.

Eligibility Criteria – External

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

Salary Information
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.

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.

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

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 : Gurkamal Bhambra
• Email : gurkamal.bhambra@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