Job Description

Details

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Reference number

441882

Salary

29,613 - 30,266
per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Administrative Officer

Contract type

Fixed term

Length of employment

2 years from start date

Type of role

Administration / Corporate Support

Science

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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UKHSA Colindale, London

About the job

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Job summary

We are recruiting for a Data Entry Clerk within the Drugs and Infections Team. The post holder will be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.


The job purpose is to work collaboratively with all members of the Directorate to provide an accurate and effective administrative support service. In particular, the role will involve data entry and processing of data collected in epidemiological studies including the Unlinked Anonymous Monitoring Survey of People Who Inject Drugs.

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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

Your duties will include:

Administrative Tasks

Provide flexible administrative support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members, where appropriate to the post holder's grade. In addition, staff will become familiar with the other duties of other teams in order to facilitate business continuity during times of emergencies or other pressures. Undertake general office duties as necessary, i.e. photocopying, post and organising stock. Assist with the packing and postage of survey supplies and vouchers. Deal with telephone enquiries and other communications. Assist with the dissemination and/or collation of information/returns for business operations in a timely manner. Liaise with multi-disciplinary colleagues across UKHSA.
Financial Tasks / Management of Resources

The post holder may be responsible for managing stock e.g. stationery and/or survey supplies. Liaise with the team to administer basic financial transactions on UKHSA systems, i.e. place orders and receipt goods/ services on the MAPs financial system.
Information Management / Information Governance

Contribute to office systems and the overall efficiency of the directorate/Centre, i.e. maintaining contact databases, post, filing, and archiving duties. Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of electronic data files. Data processing and inputting onto databases and case management/surveillance systems. Adhere to office security systems, legislation, clinical governance and security of information 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 may include organising comprehensive filing systems and updating and maintaining spreadsheets in Excel
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 UKHSA Pulse and form part of the employment contract. All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours. The role holder may be expected to support corporate service activity as set out in the UKHSA Corporate Services Standard Tasks document. 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 is not an exhaustive list.


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 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, laboratory staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls to/from stakeholders and/or from members of the public.

Person specification

Essential role criteria:

Two or more GCSE's including English and Maths or equivalent qualification / or equivalent experience in a similar data entry role Experience in using Microsoft Office software i.e. Word, Excel and Outlook. Good literacy and numeracy skills. Use an appropriate method of communication for each person such as an email, telephone call or face-to- face, taking into consideration their individual needs. Follow the relevant policies, procedures and rules that apply to the job. Ability to be flexible and adaptable whilst working in a busy office. Commitment and ability to learn new skills. You are inquisitive, you seek out new information and look for new ways to develop yourself. You work well as part of a team and strive to ensure the team pulls together and is effective. An understanding of and commitment to equality of opportunity and good working relationships. Understand that bullying, harassment and discrimination are unacceptable.
Desirable role criteria

Previous experience working in an office and/or reception environment. Understanding of data protection legislation. Show customers where to access relevant information and support that will help them to use services more effectively. Ability to cope with uncertainty and change.

Benefits

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Alongside your salary of 29,613, UK Health Security Agency contributes 8,578 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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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

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


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

an application form ('Employer/ Activity history' section on the application) a 750 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.


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

Only those meeting all essential criteria will be taken through to shortlisting.



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

Experience in using Microsoft Office software (i.e. Word, Excel 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 and assessment.


Please do not exceed 750 words. We will not consider any words over and above this number.


Feedback will not be provided at this stage.

Stage 2: Interview


You will be invited to a face to face interview. In exceptional circumstances, we may be able to offer a remote interview.


Knowledge, experience, skills and 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 in Colindale.


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) in Colindale.

Eligibility Criteria

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

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 Terrorism Check clearance.


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.

For Fixed term posts

For Temporary Appointments, 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.

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 : Jon Payne Email : jonathan.payne@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/vacancy/7684923