Job Description

Details

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Reference number

432169

Salary

28,547 - 37,737
per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Executive Officer

Contract type

Permanent

Fixed term

Loan

Secondment

Length of employment

2 x permanent and 1 x FTA (until 31/03/27)

Type of role

Administration / Corporate Support

Other

Working pattern

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

Number of jobs available

3

Contents

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

Location

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Birmingham, Leeds, Liverpool, London- Canary Wharf (Core HQs)

About the job

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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.


UKHSA's Emergency Preparedness Resilience & Response and Response Operations Directorate within the Chief Medical Advisor's Group, delivers front line services to help keep the nation health secure; delivering national capabilities in response to major incidents and outbreaks, up to and including pandemic scale, whilst supporting business as usual as required. The Directorate combines the Emergency Preparedness, Resilience and Response function, operational response through national surge capabilities, Group wide planning and performance, programmes and transformation, and leads the planning for surge and response operational delivery across the Agency.


The post holder will provide day-to-day administrative and PA support to the Director EPRR and Response Operations and Deputy Directors, 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.

Job description

Provide high level administrative support to the Directorate Senior Leadership Team, including email and diary management and travel arrangements Lead a range of business administration activities for the Division/Directorate Act as a central co-ordinating point of contact for the Division/Directorate Communicate and engage effectively with a range of people, including internal and external staff and stakeholders Provide full secretariat support for internal and external meetings including scheduling, preparation of agendas, taking notes and minutes and follow-up of actions Support the ongoing development and improvement of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function 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 Carry out timely and accurate information analysis and reporting on agreed areas of their work and present findings in an agreed manner. This will include using a variety of digital and IT applications Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently
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Detailed job description and main responsibilities

PA Support

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

Reading, monitoring and responding to emails Diary management Booking complex travel arrangements Preliminary drafting of correspondence and/or preparing presentations Carrying out basic research

Administrative Support

Provide comprehensive administrative support to the Directorate Senior Leadership team. 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. Responsible for the organisation of meetings and events 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 Group 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. Undertake project support where required, 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.

Communication and Key Working Relationships

The post holder will 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, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may 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 and Social care.

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.

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 are available on Pulse and form part of the employment contract. All staff will adhere to UKHSA's values 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, Directorate and the Organisation.

Person specification

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 IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint 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 Follow relevant policies, procedures and legislation to complete your work. Ability to work without supervision working to tight and often changing timescales. An understanding of and commitment to equality of opportunity and good working relationships. Understand that bullying, harassment and discrimination are unacceptable.

Desirable Criteria:

Ability to use digital tools Ability to use finance systems and support financial analysis for reports

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/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 9 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.


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:

Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.

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 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.

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).

For Fixed Term Posts

If you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA's Pay policy.

Location

This role is being offered as hybrid working based at any of our Core HQ's. 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 HQ's (Birmingham, Leeds, Liverpool, and London- Canary Wharf).


Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from 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 meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

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




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 : Lisa Tweedie Email : lisa.tweedie@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


http://www.healthjobsuk.com/job/v7532766