Job summary
The Gastrointestinal Infections and Food safety (One Health) Division (GIFSOH) is located within UKHSAs Clinical and Public health Directorate at Colindale. The Divisions remit includes providing specialist epidemiology and surveillance for Gastrointestinal Infections (GI), coordinating the investigation of national outbreaks, advising government on the risks posed by various gastrointestinal pathogens and responding to national and international health concerns.
The Division manages the above functions across a broad range of pathogens including enteric and food borne bacteria, viruses and parasites. It plays an important role in Food safety and One Health and in using advanced techniques such as whole genome sequencing to track national and international outbreaks and antimicrobial resistance in foodborne bacteria.
The GIFSOH Division aims to:
- Identify and manage local and national outbreaks of gastrointestinal infections
- Provide quality assured GI pathogen surveillance outputs and foodborne outbreak investigation data
- Provide national epidemiological services for public health purposes
- Describe trends in the incidence and prevalence of gastrointestinal illness and promote public health policy recommendations
- Inform progress towards global health sector strategy on Food Safety and One Health
- Lead and contribute to research in gastrointestinal infections
Main duties of the job
Your main responsibilities will include:
Administrative Support
- Provide comprehensive administrative support to teams across the Division, including diary management of one or more senior staff, if required.
- Contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse).
- Contribute to monitoring and progressing of recruitment campaigns, workforce data returns and organisation charts.
- Responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.
- Action routine correspondence, prepare acknowledgements and response letters as requested.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
- Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
- Improve the quality of services and contribute to the improvement of the administration service.
- To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
About us
Part time - (0.5WTE/18.75 hours per week)
The remit of the Gastrointestinal Infections and Food Safety (One Health) Division (GIFSOH) includes gastrointestinal infections surveillance, coordinating the investigation and cause of national gastrointestinal outbreaks and advising government on the risks posed by various gastrointestinal infections. The postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data. They will be required to ensure the timely collation of data from internal stakeholders, assist with the timely production of reports, answer internal and external requests for information, and support the smooth running of business systems. They will support the Business Support Manager in all administrative aspects of business systems and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service.
Location
Office based - 61 Colindale Avenue London NW9 5EQ
To be noted that Colindale site is the contractual base for the post and the postholder will be based at Colindale on a permanent basis no hybrid working.
Job description
Job responsibilities
Key accountabilities
Financial and Resource management
- Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office and ensuring appropriate levels of stock are maintained.
Meetings and Events
- Arrange, attend and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e. Agendas, action logs, collating and distributing all necessary information and documentation electronically and taking Minutes or Action Notes as required. Ensuring all Minutes or Action Notes are issued in a timely manner and agreed Actions are appropriately recorded.
- Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resources.
Information Governance and Information Management
- Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures.
- Adhere to clinical governance and security of information arrangements at all times.
Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.
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.
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 of no more than 1000 words 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 stage will involve an interview in person at Colindale.
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. Candidates will also be asked to participate in a session where they will be required to complete an assessment using MS packages. Full details will be provided prior to the interview.
During the interview we will assess your Qualifications; Knowledge and Experience; Skills/Capabilities/Behaviours and Equality and Diversity as outlined in the person specification in the job description.
For further information on the selection process, please refer to the attached Candidate Pack.
Expected Timeline:
Advert close: 23:55hrs on 8th May 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: TBC
Please note these dates could be subject to change.
Job description
Job responsibilities
Key accountabilities
Financial and Resource management
- Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office and ensuring appropriate levels of stock are maintained.
Meetings and Events
- Arrange, attend and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e. Agendas, action logs, collating and distributing all necessary information and documentation electronically and taking Minutes or Action Notes as required. Ensuring all Minutes or Action Notes are issued in a timely manner and agreed Actions are appropriately recorded.
- Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resources.
Information Governance and Information Management
- Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures.
- Adhere to clinical governance and security of information arrangements at all times.
Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.
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.
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 of no more than 1000 words 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 stage will involve an interview in person at Colindale.
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. Candidates will also be asked to participate in a session where they will be required to complete an assessment using MS packages. Full details will be provided prior to the interview.
During the interview we will assess your Qualifications; Knowledge and Experience; Skills/Capabilities/Behaviours and Equality and Diversity as outlined in the person specification in the job description.
For further information on the selection process, please refer to the attached Candidate Pack.
Expected Timeline:
Advert close: 23:55hrs on 8th May 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: TBC
Please note these dates could be subject to change.
Person Specification
Experience
Essential
- Two A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent demonstrable experience
- Evidence of office administration training
- Significant demonstrable experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes whilst working in a similar healthcare setting
- Significant experience of using Excel spreadsheets including running queries to assist report writing
- Advanced working knowledge of administrative applications including Microsoft Office software including Word, Excel, Access, Powerpoint and Outlook
- Evidence of varied experience of clerical and office procedures
- Strong data entry and keyboard skills
- Strong administrative, organisational and time management skills
- Able to deal with changing patterns of work
- Clear communicator with strong data entry, writing and telephone skills ensuring accuracy
- Willingness to be flexible and adaptable with an ability to cross-cover other office roles when required
- Ability to work individually and as part of a team
- High levels of discretion and confidentiality
- An understanding of and commitment to equality of opportunity and good working relationships
Person Specification
Experience
Essential
- Two A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent demonstrable experience
- Evidence of office administration training
- Significant demonstrable experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes whilst working in a similar healthcare setting
- Significant experience of using Excel spreadsheets including running queries to assist report writing
- Advanced working knowledge of administrative applications including Microsoft Office software including Word, Excel, Access, Powerpoint and Outlook
- Evidence of varied experience of clerical and office procedures
- Strong data entry and keyboard skills
- Strong administrative, organisational and time management skills
- Able to deal with changing patterns of work
- Clear communicator with strong data entry, writing and telephone skills ensuring accuracy
- Willingness to be flexible and adaptable with an ability to cross-cover other office roles when required
- Ability to work individually and as part of a team
- High levels of discretion and confidentiality
- An understanding of and commitment to equality of opportunity and good working relationships
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
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).
