Job Description

Details

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Reference number

435111

Salary

28,547 - 33,196
per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Executive Officer

Contract type

Permanent

Business area

Administration, Business Support

Type of role

Administration / Corporate Support

Working pattern

Full-time, Homeworking, Job share, Part-time

Number of jobs available

1

Contents

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

Location

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This role is being offered as hybrid working based at our Regional Office in either Bristol, or Totnes.




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).

About the job

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Job summary

The post holder will:

Provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team Maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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 Work with colleagues who are based across the country at different sites and/or who work remotely.

The Field Services Division was established to provide a national comprehensive service which is geographically dispersed and integrates epidemiological, microbiological, data science and other public health capacity and skills to consistently deliver high-quality disease surveillance, public health intelligence and outbreak response.


Field Services provides an effector arm for UKHSA, supporting the translation of evidence into practice as well as having a role in strengthening disease surveillance and outbreak response through closer links with the NHS and other partners. It also maintains valuable links to academic centres to support the advancement of the evidence base for health protection and provides effective leadership and coordination of the UKHSA field epidemiology training function.

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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.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

Administrative Support Project Support Financial and Resource Management Leadership and Management Communication and Key Working Relationships

This list is not exhaustive.

Administrative Support

Provide comprehensive administrative support Lead and act as a central coordinating point of contact for a range of business administration activities. Including 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. Communicate and engage effectively with internal and external staff and stakeholders. Including dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate. Organising meetings and events and production of reports, papers, minutes and updating action logs as required. Including providing secretariat support to teams and other internal meetings and networks. 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. Including developing and maintaining databases 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. Organise and control 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. Assist and work 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 FARM 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, including undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff. Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

Communication and Key Working Relationships

Develop effective working relationships and communicate regularly either by phone, email, or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. Make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g., NHS and the Dept. of Health.

Personal and Professional Development

Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role 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 Participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training. 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 3 (or equivalent) in a business management related subjectand / or equivalent experience working within a business support role 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:

Ability to use digital tools e.g., JIRA Line management skills

Benefits

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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.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

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Selection process details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift

Competency-based assessments

You will be required to complete an application form. You will be assessed on the listed 12 essential criteria, this will be in the form of:

An 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.


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.


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

Those falling into the 'Meets

all

essential criteria' pile will progress to shortlisting.

Shortlisting:

In the event of a large number of applications we will shortlist 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 note

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.


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 remote interview.


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


Interviews dates are yet 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

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

Location

This role is being offered as hybrid working based at our Regional Office in either Bristol, or Totnes.


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).

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.

Salary

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.

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 Basic Personnel Security Standard.

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.

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 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.
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

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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

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Job contact :

Name : Carmelita Goodwin Email : Carmelita.Goodwin@ukhsa.gov.uk
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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