Job Description

Details

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Reference number

436379

Salary

32,624 - 37,737
per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Executive Officer

Contract type

Fixed term

Loan

Secondment

Length of employment

5 months to 31 March 2026 (with possibility of extension)

Business area

Administration, Support

Type of role

Administration / Corporate Support

Other

Working pattern

Flexible working, Full-time, 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 office based at our Scientific Campus in Colindale, London.




Please note: Hybrid working is not available for this role.

About the job

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Job summary

The UKFETP Office is responsible for the development, delivery and ongoing management of the UKFETP and is based at UKHSA Colindale. The UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. It is aimed at professionals interested in the practice of applied epidemiology. Competency-based training is provided in both classroom settings and through on-the-job learning activities. Six - eight fellows are recruited each year and are based in local, regional and national training locations across England, Wales and Northern Ireland.



The team currently consists of:

1 Director 4 Scientific Co-ordinators 1 Virtual Learning Designer 1 Business Change Manager 1 Business Operations Manager 1 Business Support Manager 3 Business Support Officers

The post holder will:

Provide day-to-day administrative and dedicated PA support to the 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.

Main duties of the job

PA Support Administrative Support Project Support Financial and Resource Management Leadership and Management

This list is not exhaustive.

Communication and Key Working Relations

hips

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, scientists, 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, including 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.

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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

PA Support

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

Reading, monitoring and responding to the manager's email Diary management Booking complex travel arrangement Preliminary drafting of correspondence on the manager's behalf and/or preparing presentations Carrying out basic research

Administrative Support

Provide comprehensive administrative support to teams across the Directorate 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 as required. Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate. Responsible for the planning and organisation of meetings and events, including training events/workshops 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 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.

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. 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, in liaison with the Finance Business Partner, 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.

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 the UKHSA Values actively demonstrating the positive behaviours All staff are expected to contribute to the delivery of corporate goals and objectives. 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.

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

Person specification

Essential criteria:

Educated to A level (or equivalent) in a business management related subject Professional secretarial qualifications (NVQ4 Business & Admin or equivalent) Experience of working in a team Dealing with documents and correspondence of a confidential and/or sensitive manner Excellent organisational skills Ability to work under pressure and to strict deadlines Strong computer literacy including use of Microsoft office, specifically Word, Excel, PowerPoint and Outlook Ability to communicate both orally and in writing to a wide variety of people at differing levels, both internally and externally Pleasant and calm disposition. Resilient when under pressure, and sensitive and responsible to others who may be working under great pressure. Ability to deal with staff at all levels An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria:

Experience of working in a scientific, health or education environment Experience of organising and managing events, particularly training events and/or workshops Experience of financial transaction and budget management

Benefits

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Alongside your salary of 32,624, UK Health Security Agency contributes 9,451 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 11 essential criteria, and this will be in the form of:

An Application form ('Employer/ Activity history' section on the application) 1250 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 in 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:

Educated to A level (or equivalent) in a business management related subject Strong computer literacy including use of Microsoft office, specifically Word, Excel, PowerPoint and Outlook

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.


Feedback will not be provided at this stage.

Stage 2: Interview

Competency Based

You will be invited to aremote 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).


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 office based at our Scientific Campus in Colindale, London.


Please note: Hybrid working is not available for this role.

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 Counter-terrorist Check.


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. 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.

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.
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

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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