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UK Health Security Agency

MAPS Administrator

Information:

This job is now closed

Job summary

£26,392 - £26,994, AO (Inner)

Colindale Avenue, London NW9 5EQ

Job description

  • 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.

Location

The UK Health Security Agency (UKHSA) offers hybrid working - this means that whilst the role will be based in our Colindale Avenue, London Lab, there will be opportunities to work from home. The number of days in the office will be agreed on an individual basis by your line manager, determined primarily by business need and in line with departmental policy.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Working Pattern - Full Time, Hybrid working.

Main duties of the job

Key Responsibilities:

  • 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 (Band 5) Administrator on budgets.
  • Liaison with commercial companies and suppliers regarding invoice queries, returns and orders. Receive and chase orders for RL-C.

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).

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 time scale.

Clerical duties

  • Data entry and Photocopy.
  • Collect and distribute post.

General Duties

  • Assist with training of administrative or laboratory staff, where appropriate and as directed by the Business Manager.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by your line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the division and UKHSA.

About us

Working for the UKHSA

For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)

Benefits

  • 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 average employer contribution of 27%
  • Range of health and wellbeing support

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices | 30 Hours Free Childcare, Tax-Free Childcare and More | Help with Costs | GOV.UK

Details

Date posted

16 October 2023

Pay scheme

Other

Salary

£26,392 to £26,994 a year AO (Inner)

Contract

Permanent

Working pattern

Full-time

Reference number

UKHSA00730

Job locations

Colindale Avenue,

London

NW9 5EQ


Job description

Job responsibilities

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 a Teams interview.

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:

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

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 30th of 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: w/c 30th of October 2023

Interviews: TBC

Please note these dates could be subject to change.

Essential Criteria:

It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the following criteria:

Job description

Job responsibilities

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 a Teams interview.

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:

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

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 30th of 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: w/c 30th of October 2023

Interviews: TBC

Please note these dates could be subject to change.

Essential Criteria:

It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the following criteria:

Person Specification

Education & Qualification

Essential

  • 3 GCSEs (grades A-C only) or equivalent, one of which must be English language or 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

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

Education & Qualification

Essential

  • 3 GCSEs (grades A-C only) or equivalent, one of which must be English language or 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

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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Colindale Avenue,

London

NW9 5EQ


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer details

Employer name

UK Health Security Agency

Address

Colindale Avenue,

London

NW9 5EQ


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Senior RPO Talent Partner

Ana Zgardan

ukhsa.recruitment@reed.com

Details

Date posted

16 October 2023

Pay scheme

Other

Salary

£26,392 to £26,994 a year AO (Inner)

Contract

Permanent

Working pattern

Full-time

Reference number

UKHSA00730

Job locations

Colindale Avenue,

London

NW9 5EQ


Supporting documents

Privacy notice

UK Health Security Agency's privacy notice (opens in a new tab)