Job responsibilities
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
- To be 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.
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; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.
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, such as Q-Pulse, 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.
Please see the job description for the full list of duties and responsibilities.
Essential Criteria
- 2 A-Levels or more (including English and Maths at grade C or higher), or equivalent level of education in a relevant subject or equivalent experience in a similar administrative role
- IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent
- Communicate clearly and concisely both orally and in writing
- Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
Selection Process
Stage 1: Application & Sift
This vacancy is using Success Profiles and will assess your Behaviours and experience.
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.
You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
- 700 word supporting statement.
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 supporting statement will be marked together.
Longlisting: In the event of a large number of applications we will longlist into 3 piles of:
- Meets all essential criteria these will be taken through to shortlisting
- Meets some essential criteria
- Meets no essential criteria
If you are successful at this stage, you will progress to interview and assessment.
Please do not exceed 700 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (Success Profiles)
You will be invited to a single remote interview.
Behaviours and experience will be tested at interview.
The Behaviours tested during the interview stage will be
- Making effective Decisions
- Communicating and Influencing
- Working together
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This role is being offered as office based at our Scientific Campus in Colindale.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
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-terrorist Check clearance.
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.
