Job summary
We have an exciting opportunity for a Business Support Officer to join the Business Operations team in the London Region. The Business Support Officer will report to the Head of Business Operations, and will focus primarily on supporting the Deputy Director, the Senior Leadership Team with executive assistant, diary management and secretariat support.
This is a key role supporting the London Region leadership team and the successful candidate will be well-organised, have excellent time and task management skills, work well under pressure and have experience working with the Microsoft 365 tools. They will also liaise with stakeholders within and outside the UKHSA, so good people and communication skills are essential.
For further information or an informal discussion about the post, please contact the London Health Protection Operations Recruitment team (LondonHPOps.Recruitment@ukhsa.gov.uk)
Applicants are strongly advised to use the criteria in the person specification (available online) as sub-headings in their application to make it clear how they meet each of the selection criteria.
Location
UKHSA 10 South Colonnade, Canary Wharf E14 4PU
The current UKHSA policy is 60% office attendance (3 days out of 5) in line with the most recent UK Govt. directive on office attendance for Civil Servants.
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*
Main duties of the job
The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.
Your main responsibilities will include:
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate
- Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders.
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.
See full list of responsibilities in the Job Description attached.
About us
Working for the UKHSA
At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards. We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.
Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences, and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.
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
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 full list of essential criteria as detailed in the attached job description please do provide evidence of how you meet this. 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.
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.
A competency-based framework will be used to assess at interview.
For further information on the selection process, please refer to the attached Candidate Pack.
Expected Timeline:
Advert close: 23:55hrs on 4th February 2024 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.
Interviews: w/c TBC
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.
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 full list of essential criteria as detailed in the attached job description please do provide evidence of how you meet this. 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.
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.
A competency-based framework will be used to assess at interview.
For further information on the selection process, please refer to the attached Candidate Pack.
Expected Timeline:
Advert close: 23:55hrs on 4th February 2024 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.
Interviews: w/c TBC
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.
Person Specification
Education and qualifications
Essential
- Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience.
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint.
- Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
- Understand that bullying, harassment, and discrimination are unacceptable.
- Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.
- 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.
- Ability to use finance systems and support financial analysis for reports.
- Follow relevant policies, procedures and legislation to complete your work.
- Ability to work without supervision working to tight and often changing timescales.
- You work well as part of a team and strive to ensure the team pulls together and is effective.
- You are inquisitive, you seek out new information and look for new ways to develop yourself.
- An understanding of and commitment to equality of opportunity and good working relationships.
Desirable
- Experience working in a public sector organisation.
- Line management skills.
- Ability to use digital tools e.g. JIRA.
Person Specification
Education and qualifications
Essential
- Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience.
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint.
- Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
- Understand that bullying, harassment, and discrimination are unacceptable.
- Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.
- 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.
- Ability to use finance systems and support financial analysis for reports.
- Follow relevant policies, procedures and legislation to complete your work.
- Ability to work without supervision working to tight and often changing timescales.
- You work well as part of a team and strive to ensure the team pulls together and is effective.
- You are inquisitive, you seek out new information and look for new ways to develop yourself.
- An understanding of and commitment to equality of opportunity and good working relationships.
Desirable
- Experience working in a public sector organisation.
- Line management skills.
- Ability to use digital tools e.g. JIRA.
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.
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.
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).
