Job Description

Details

-----------

Reference number

425133

Salary

25,506 - 26,578
per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Administrative Officer

Contract type

Permanent

Type of role

Administration / Corporate Support

Other

Working pattern

Flexible working, Full-time, Job share, Part-time

Number of jobs available

1

Contents

------------

Location About the job Benefits Things you need to know Apply and further information

Location

------------


Chilton (Scientific Campus)

About the job

-----------------

Job summary

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.


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 postholder 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.

Job description

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

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

Essential criteria

Educated to level 2 qualification (in English and Maths)

and/or

relevant experience working at a similar level in administrative/secretarial/business operations 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 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 25,506, UK Health Security Agency contributes 7,389 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

---------------------------

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

Competency based


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


The Application form and supporting statement will be marked together.


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

The pile 'meets all essential criteria' will proceed to shortlisting.


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

Educated to level 2 qualification (in English and Maths)

and/or

relevant experience working at a similar level in administrative/secretarial/business operations Ability to handle telephone enquiries and receive visitors

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.


Please do not exceed 1000 words. We will not consider any words over and above this number.


Feedback will not be provided at this stage.

Stage 2: Interview

Competency based


You will be invited to a single face to face interview at our Chilton office, OX11 0RQ on 1st October 2025. This date may be subject to change.


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


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 hybrid working based at our Scientific Campus at Harwell Campus, Chilton, OX11 0RQ. 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) based at our Scientific Campus in Chilton.

Security Clearance Level Requirement

If based at one of our scientific campuses, 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.

Selection Process

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.

Eligibility Criteria

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

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: Reasonable Adjustments , Civil Service Careers

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.

Artificial Intelligence (AI)

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 for more information on appropriate and inappropriate use.

Link below:

Artificial intelligence and recruitment , Civil Service Careers

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 UKHSA Hub , Civil Service Careers

Face to Face interviews

If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.



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

Security

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check .



See our vetting charter .
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) 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

Working for the Civil Service

The Civil Service Code 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 .
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 the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

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 : Lisa Tweedie Email : lisa.tweedie@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: https://civilservicecommission.independent.gov.uk


http://www.healthjobsuk.com/vacancy/7421698