Job Description

Details

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Reference number

431810
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Salary

25,651 - 30,266
National 25,651 to 27,220


Outer London 27,335 to 28,442


Inner London 29,613 to 30,266




Per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP
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Job grade

Administrative Officer###

Contract type

Permanent###

Business area

Occupational Health, Administration###

Type of role

Administration / Corporate Support###

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 hybrid working based at our Scientific Campus in either Colindale, London or Porton, Wiltshire.




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). If 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.

About the job

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Job summary

An opportunity has arisen for an enthusiastic, motivated individual to join the Occupational Health Administration Team. The successful candidate will be responsible for a variety of administration duties and be expected to work independently but will be part of the wider administration team within the Occupational Health Department.


The Occupational Health (OH) Service sits in the Workplace and Health and Safety Division, part of the People and Workplace Directorate.


This is an exciting opportunity to join the UKHSA SEQOHS (Safe Effective Quality Occupational Health Service) accredited service. You will work within a multidisciplinary OH team that are nationally based with some staff site based, hybrid and home based.


The multidisciplinary team includes 4 travel health and Immunisation nurses across 2 sites (Porton and Colindale - including this role), Senior Occupational Health Advisors (Specialist Community Public Health Nurses), Head of OH and 2 OH Clinical and Governance Managers (all SCPHN), OH Service Lead, an administration technical support team and a part time OH Physician and Physiotherapist (OH workplace adjustment assessments) through contract.

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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

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Job description

As an Occupational Health Administrator your primary duties will be to support the administrative function across the Occupational Health Team. You will provide essential administrative support by maintaining confidential records, coordinating medical appointments and screenings, preparing professional documentation, and managing staff diaries. You will serve as the initial point of contact for employees and managers seeking occupational health services, respond with empathy to enquiries, clarify triage procedures, and facilitate seamless collaboration between HR, clinicians, and external providers.


The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

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Main duties of the job

Maintain confidential health records and filing systems. Assist with the general running of the Occupational Health service. Assist in the preparation of reports, correspondence, and documentation for occupational health professional. Schedule appointments and manage diaries for Occupational Health Clinical staff. Coordinate health screenings, medicals, and surveillance activities. Act as a first point of contact for employees and managers accessing occupational health services through the Occupational Health dedicated mailbox and telephone line, alerting Clinical staff to urgent issues. Respond empathetically to queries and explain triage processes and waiting times. Liaise with HR, clinicians, and external providers to ensure smooth service delivery. Input and update data in databases (e.g., Orchid). Ensure records are stored and disposed of in accordance with the UKHSA Records Management Policy and The Health and Safety Executive Guidelines for ensuring the safe keeping of notes in accordance with the Data Protection Act. Monitor clinician compliance and maintain accurate logs. Assist with audits and ensure adherence to policies and procedures. Assist with Organising the annual Influenza programme. Organising and maintaining databases in relation to keeping mandatory documents under COSHH (Control of Substances Hazardous to Health) and Statutory Health & Safety Law. Ordering vaccines, stationery, medical supplies, and first aid equipment; includes processing requisitions and ensuring accurate receipt of delivered items. ###

Person specification

Essential criteria:

At least A-C grade GCSE in English Language or proven experience in an administrative role. Experience of working in a healthcare environment. Working Knowledge Microsoft packages, to include Word, Excel, PowerPoint, Outlook etc to basic level. Clear and confident communicator with strong writing, data entry and telephone skills. A collaborative mindset and the ability to contribute effectively as part of a team. Strong problem-solving skills and the ability to work independently. Excellent time management, with the ability to organise and prioritise tasks to meet deadlines. A commitment to maintaining confidentiality and building trust in sensitive environments.

Desirable criteria:

Experience of working in Occupational Health. Awareness of a range of Health Services provisions. Knowledge of Healthcare issues. Understanding of Data Protection legislation.

Benefits

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Alongside your salary of 25,651, UK Health Security Agency contributes 7,431 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 is using Success Profiles and will assess your Behaviours and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 8 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.


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 meeting '

all

essential criteria' and '

some

essential criteria' will progress to shortlisting.

Shortlisting:

In the event of a large number of applications we will shortlist on the following essential criteria:

Excellent time management, with the ability to organise and prioritise tasks to meet deadlines A collaborative mindset and the ability to contribute effectively as part of a team.

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.


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

Success Profiles

You will be invited to a remote interview.


Behaviours will be tested at interview.


The Behaviours tested during the interview stage will be:

Managing a quality service

(Lead behaviour)

Seeing the bigger picture Working together Working at Pace

Interviews dates are yet to be confirmed.

Eligibility Criteria

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 either Colindale, London or Porton, Wiltshire.



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). If 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.

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.

Security Clearance Level

Requirement

Successful candidates for this role must pass an enhanced disclosure and barring security check before they can be appointed.


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
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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