Job responsibilities
Responsibilities section:
The job holder will be required to carry out the following responsibilities, activities and duties:
- To develop effective working relationships and communication through various methods (phone, email, face to face) with a diverse range of individuals including clinical, non-clinical staff, scientists, managers and corporate team.
- Provide comprehensive administrative support to teams across the Directorate.
- Lead and act as point of contact for a range of business administrative duties, including delegating responsibilities for certain function processes.
- Effective, prompt communication with internal and external stakeholders enquiries
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required.
- Support the development of systems and procedures 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, including developing and maintaining databases.
- 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.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
Please see full duties and responsibilities attached
Essential Criteria:
It is important through your application and Statement of Suitability of 750 words that you give evidence and examples of proven experience of each of the following criteria:
Essential
- Educated to degree level in relevant subject or equivalent qualification and/or equivalent experience
- Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
- Experienced at working under pressure handling multiple tasks and prioritising own workload
- Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
Desirable
- Experience working in a public sector organisation
- Ability to use digital tools
Selection process details
STAGE 1 - APPLICATION & SIFT:
You will be required to complete an application form. This will be assessed in line with the advertised essential criteria please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
STAGE 2 INTERVIEW
This competition will involve an interview by video.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the Employer/ Activity history section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.
The Success Profiles framework will be used to assess and recruit the most suitable candidate. The following behaviours will be used at the interview:
- Competency based against the essential and desirable criteria
Expected Timeline:
Advert close: 23:55hrs on 9th October 2023 unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Shortlist: 18th October 2023
Interviews: w/c 6th November 2023
Please note these dates could be subject to change.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)
Nationality requirements
Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found athttps://www.gov.uk/government/publications/nationality-rulesThis job is broadly open to the following groups:
- UK nationals
- Nationals of Commonwealth countries who have the right to work in the UK
- Nationals of the Republic of Ireland
- Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of theEuropean Union Settlement Scheme (EUSS)
- Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- Certain family members of the relevant EU, EEA, Swiss or Turkish nationals
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.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
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 Basic Personnel Security Standard. People working with government assets must complete Basic Personnel Security Standard checks.
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.
Please Note
This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&Cs are found https://www.ukhsa.reed.com/
Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.
Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/
Complaint process:
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:Complaints1@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.
