Job responsibilities
The key responsibilities will include:
- Keep and update records of maintenance reports, fault reports, purchasing records, capital bids, capital jobs, smaller works, work requisitions, contractor day sheets, quotes, work permits, letters etc. These records are both paper and electronic and cover RCCE sites at Chilton, Leeds and Glasgow. Record data to ensure all regulatory and legislative requirements for Scientific Facilities Services and Engineering functions are met.
- Keep records of staff locations and requests for office moves through the F282 system.
- Type letters and faxes and create documents and spreadsheets as requested.
- Book hotels, flights and hire cars as requested ensuring the person travelling has copies of confirmations.
- Provide the first point of contact for staff and internal visitors to the office. Deal with their request in an appropriate and timely manner.
- Answer telephone calls and take messages. Provision of reminders to other team members for various tasks.
- Liaise with all levels of staff and management to ensure Scientific Facilities Services tasks are carried out smoothly.
- Ordering of visitor stationery, badge holders, franking machine items and other goods and consumables used by Reception and Post Room.
- Liaise with Vending suppliers regarding vending machine breakdown and stock issues.
- Arranging of Team Meetings and issuing of minutes.
- Ensure library of brochures and equipment catalogues is kept up to date.
- Management and maintenance of the Scientific Facilities Helpdesk.Liaise with and assist all customers calling or e-mailing the Helpdesk. Produce and issue work tickets to resolve their request. Advise customers of any delays which may occur. Manage any complaints ensuring a suitable conclusion is reached.
- Dynamically risk assess all issues reported to the CHI Helpdesk and alert personnel accordingly to those which need rapid response.
- Check and authorise pool car requests.
- Manage the on-call calendar ensuring it is up to date and the phone is transferred to the correct team member on a Monday morning.
This is not an exhaustive list, please see job description document for full list of duties.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed 5 essential criteria that have been selected from the JD , and this will be in the form of:
- an application form (Employer/ Activity history section on the application)
- a 1000 word Statement of Suitability.
This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
The Application form and Statement of Suitability will be marked together.
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.
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
Please note only applications meeting all essential criteria will be taken through to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on:
- Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
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 and assessment.
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 (competency based)
You will be invited to a face to face interview. In extreme circumstances, we may be able to consider a remote interview.
Knowledge, experience, skills & abilities will be tested at interview.
There will be a technical test.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
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 office based at our Scientific Campus in Chilton, Oxfordshire.
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 Counter Terrorism Check (CTC).
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.
