Job Description

Details

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Reference number

441526

Salary

28,547 - 35,576
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

Public Health Microbiology

Type of role

Administration / Corporate Support

Communications / Marketing

Procurement and Contracts Management

Secretarial

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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Birmingham, Bristol, Manchester or Cambridge (Labs)

About the job

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Job summary

The post holder will be responsible for providing a comprehensive, efficient, and confidential administrative service in support of the Head of Business Operations, Head of Scientific and Technical Services, and other managers as appropriate within the Clinical Laboratory Network. The post holder will contribute to the broader administrative support arrangements for both local and National colleagues within the Operations and Scientific and Technical Services team. The post holder will take responsibility for the administration and upkeep of invoicing and procurement for both local and national projects and microbiology works. 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.

Communication and Key working relationships

Internal

- Any UKHSA staff required to Board Level

External

- Any external agencies across all levels.

Job description

In this role you will

Provide PA and administrative support including diary management to the Head of Business Operations, Head of Scientific and Technical Services, and to maintain an overview of on-going work within the team, in line with agreed deadlines and work plan and monitor and report the progress to team members. Provide effective administrative support in the processing and receipting orders, working to strict timescales. Assist the Head of Business Operations, Head of Scientific and Technical Services in collating data/information as requested by other department members. Attend necessary meetings and support the production of reports and documents as required for the programme. Support preparing agendas, meeting documentation, attend and minute meetings and follow up actions as required Establish and maintain a good rapport with UKHSA Divisions and external regional and national organisations/agencies. Prepare letters and documents for department staff including power point presentations. Ensure correspondence is dealt with appropriately in the absence of individual members of staff. Utilise the procurement system to order, receive/return goods, deal with queries and support of other administration staff.

Please note that this list is not exhaustive.

Person specification

You will

Organise, plan, book and co-ordinate meetings, courses, seminars, conferences and multi-agency exercises as required, taking responsibility for all aspects of the work for the department. Organise travel, conference bookings and accommodation arrangements for the Senior Management including costing and selecting the best option based on agreed budgetary constraints and in accordance with UKHSA policy. Work independently or as part of a team to support Provide a comprehensive joint secretarial and administrative support to the team members which is responsive to their needs and contributes to making their roles effective. This will include the handling of sensitive information. Act as the first point of contact for the Head of Business Operations and Head of Technical and Scientific Services forwarding calls to the appropriate member of staff by taking messages, ensuring the messages are received promptly, accurately and recognising those issues which need to be referred onto the team or elsewhere. The use of e-mails where appropriate. Ensure the security, confidentiality and appropriateness of storage, access and retrieval of records in accordance with legislation and UKHSA policies. Provide office support for the Health and Safety and Governance administrative function, to take responsibility for completion of health & safety risk assessments as required.

Key Working Relationships

Maintain constructive relationships with a broad range of internal and external stakeholders. Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to strategic leads. Work with members of the Team to develop and implement project data collection systems that will provide accurate and timely data. Communicate information and issues, including briefings and reports, to job manager, strategic lead/ strategic manager as appropriate.

Project Support

Undertake information/project analysis as agreed with job lead. Contribute to effective information management within the team. Participate in relevant internal and external working groups/projects to provide information/analyst advice and support and to maintain data collection systems for its effective use by the team. Analyse and report on data and monitor the processing of data and information. Provide information to project lead on project and statistical information matters.

Financial and Physical Resources

Support and inform the requirement and targeting of resources, monitoring, implementing and evaluating jobs and delivery of financial recovery/savings plans by providing high quality information and analysis. Contribute to the financial delivery of the agreed portfolio ensuring it is delivered on time.

Staff Management

Provide training, advice and support on own area of responsibility. Support training and induction of new and existing staff. Participate in the recruitment process of support staff

Information Management

Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. Develop and maintain databases required by job. Maintain administrative and information resources.

Research & Development

Undertake auditing of projects, services, initiatives. Carry out web based and publications research. Actively supports and contributes to the development of key performance indicators for the successful assessment of performance.

Planning and Organisation

Support implementation of project, service, initiative through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of their team. Deliver against agreed objectives, achieving quality outcomes. Organise meetings or events and assist in the diary management requirements of individuals in connection with portfolio of work.

Policy and Service Development

Propose changes to own project, service, or initiative informing policy and making recommendations for more effective delivery. Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management.

Essential criteria

GCSEs or equivalent qualifications at C or above in English and Maths or relevant experience working in a Business Support role Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others, values diversity Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation IT skills including advanced Microsoft Office experience, including Word, Outlook, Excel and creating and managing databases High level of organisation time management and prioritization skills to manage own workload and conflicting demands Experience of organising meetings with senior staff and producing agendas, papers and minutes within the required deadlines Knowledge of administrative procedures, project management or information analysis High level of organisation time management and prioritization skills to manage own workload and conflicting demands. Ability to work in a changing IT environment and to learn new skills easily. Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills

Desirable criteria

Actively develops themselves and supports others to do the same Ability to work well under pressure and meet deadlines. Excellent interpersonal skills with the ability to establish a good rapport with people from a wide variety of personal and professional backgrounds. Ability to work well under pressure and meet deadlines. Ability to work on own initiative and organise own workload with minimal supervision working to tight changing timescales Commitment to and focused on quality, promotes high standards in all they do

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.
We pride ourselves as being an employer of choice, promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA's 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.

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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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 for more information on appropriate and inappropriate use.

Selection process details

Selection Process

Stage 1: Application & Sift

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


At sift stage you will be assessed against the 10 essential criteria listed in the job advert.


You will be required to complete an:

Application form ('Employer/ Activity history' section on the application) 1000 word supporting statement

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words.


This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role.


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.


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

Meets all essential criteria Meets some essential criteria Meets no essential criteria

Only those who meet ALL essential criteria will be taken through to next stage.


If we receive a large number of applications an initial sift against the lead criteria may be conducted:

GCSEs or equivalent qualifications at C or above in English and Maths or relevant experience working in a Business Support role

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 note feedback will not be provided at this stage.

Stage 2: Interview stage

Competency based

You will be invited to a single remote interview.


During the interview we will assess against the below:

Knowledge Experience Skills and Abilities

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

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

Location

This role is being offered as hybrid working from one of lab sites based in Birmingham, Bristol, Manchester or Cambridge. 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 labs.

Security Clearance Level Requirement

Successful candidates must meet the security requirements before they can be appointed. When you are based at one of our labs, you will be required to have a minimum of 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.

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.


Please be aware that the salary is based on location:


28,547- 33,196 (National)


30,441- 35,576 (Outer London- relevant for Cambridge Lab only)

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 .



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 : John Inglis Email : john.inglis@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