Job Description

Details

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Reference number

416632

Salary

27,712 - 28,334
per annum, pro-rata
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Administrative Officer

Contract type

Permanent

Type of role

Administration / Corporate Support

Working pattern

Flexible working, 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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London, London (region), NW9 5EQ

About the job

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Job summary

The UK Health Security Agency exists to protect and improve the nation's health and wellbeing and reduce health inequalities. We do this through world-leading science, knowledge and intelligence, advocacy, partnerships and the delivery of specialist public health services. We are an executive agency of the Department of Health and Social Care, and a distinct delivery organisation with operational autonomy. We provide government, local government, the NHS, Parliament, industry and the public with evidence-based professional, scientific and delivery expertise and support.

Job overview

Ordering of goods and consumables and reconciling deliveries from MAPS for Reference Services - Colindale Management of the shared mailbox and dealing with all enquiries and queries To provide a focal point for Reference Laboratories - Colindale MAPS invoicing from MOLIS including the raising of credit notes if required. To organise stationery orders for the department. To manage the equipment databases and co-ordinate service contractors for the department.

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Responsible for ordering office and laboratory consumables from UKHSA Stores and external suppliers, using the procurement module in MAPS. Monthly reconciliation of orders. Expenditure reports run as required or requested liaising with EQ(Band5)
Administrator on budgets.
Liaison with commercial companies and suppliers regarding invoice queries, returns and orders. Receive and chase orders for RL-C. To be the first point of contact for MAPS queries for all Unit staff enquiries. Obtain quotations from external suppliers, as requested by RL-C senior staff and in liaison with the UKHSA Procurement Team. Maintain up-to-date contact list of Suppliers for RL-C. To maintain records and files relating to Stock Control including stock rotation(stationery)

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

Responsibilities will include

Secretarial duties

Word-processing and typing (including audio typing) of correspondence, manuscripts, minutes and other documents (Microsoft Word, intermediate/advanced level) Make travel, hotel arrangements and bookings Produce presentations (Microsoft PowerPoint, intermediate level) Organise external and internal meetings: book rooms and refreshments, and take minutes Use of the internet to retrieve requested information (basic/intermediate level) Produce tables or graphs (Microsoft Excel and Microsoft Access, basic/intermediate level

Administrative duties

Manage the RL-C telephones and deal appropriately with telephone enquiries. Route calls, take messages and ensure messages are relayed to staff within an appropriate timescale Assist all laboratory staff and visitors with any administrative enquiries Order stationery Clerical duties Data entry Photocopy Collect and distribute post File correspondence and reports. Archive data.

General Duties

Assist with training of administrative or laboratory staff, where appropriate and as directed by the Business Manager. Provide flexible cover of secretarial and administrative work within the Department. Any other duties as requested by the Business Manager

Person specification

Essential Criteria:

At least A-C grade GCSE English Language or equivalent and secretarial experience. Knowledge of Word, PowerPoint and Outlook (Microsoft Office) to intermediate level Knowledge of Excel and Access (Microsoft Office) to basic level Experience of an electronic ordering system Acquiring new skills Good interpersonal skills Willing to learn An understanding of and commitment to equality of opportunity and good working relationships.

Desirable Criteria:

Working knowledge of Excel and/or Access (Microsoft Office) to Intermediate level Take and transcribe minutes Interest in healthcare/public health

Benefits

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Alongside your salary of 27,712, UK Health Security Agency contributes 8,028 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

Stage 1: Application & Sift

This vacancy is using Success Profiles


At sift stage you will be assessed against the essential criterialisted in the job advert.


You will be required to complete an:

Application form ('Employer/ Activity history' section on the application) 800 word supporting statement based on essential criteria stated.

Your supporting statement must be no more than 800 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)


If we receive a large number of applications an initial sift against the lead criteria of secretarial experience will be conducted.


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 candidates who are in the pile

'Meets all essential criteria'

will progress to full sift

Shortlisting:

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

"At least A-C grade GCSE English Language or equivalent and secretarial experience."

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 800 words. We will not consider any words over and above this number.


Please note feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a remote interview.


Interviews will be held week commencing 18/08/25, please note these dates are subject to change.


This vacancy is being assessed using

Success Profiles.

During the interview we will assess you against the below:

Behaviours:

Communicating and Influencing, Changing and Improving, and Delivering at Pace

Strengths -

You will also be assessed against strengths


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 by definition internal applicants).

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).


As it is based at one of our scientific campuses, 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.

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 : Recruitment team Email : recruitment@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 here.