Job responsibilities
Key responsibilities will include:
- Provide dedicated comprehensive PA support as requested.
- Provide comprehensive administrative support to teams across PDAG.
- 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 function processes within PDAG.
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
- Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
- Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining records as required by the job using a variety of digital and IT applications.
- Contribute to effective information management (including maintaining administrative and information resources and assist with the dissemination and/or collation of information/returns, in a timely manner.
- Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
PA Support
- Reading, monitoring, and responding to emails on behalf of the Head of Pathogen Diagnostic Group (PDAG)
- Diary management/preliminary drafting of correspondence on the manager's behalf and/or preparing presentations.
Administrative/Service Delivery Support
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing PDAG.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
Leadership and Management
- Be a visible, positive, and competent role model and motivator, and provide training, advice, and support in own area of responsibility.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly either by phone, email, or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff.
- The post holder will monitor email traffic and decide relevant action, responding directly where appropriate and this may include external people for example, Manufacturers, NHS, MHRA,
Personal and Professional Development
- Undergo a programme of on-going development and education, including the quarterly review process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description.
Essential Criteria
- 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.
- Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
- Proven IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
- Ability to 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.
- Abilty to 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.
Selection Process Details
This vacancy is using Success Profiles and will assess your Behaviours and experience.
Stage 1: Application & Sift
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:
- An application form (Employer/ Activity history section on the application)
- A 1000 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
- Meets some essential criteria
- Meets no essential criteria
Please note only those 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.
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.
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.
Feedback will not be provided at this stage.
Stage 2: Interview (Success Profiles)
You will be invited to a remote interview.
Behaviours and experience will be tested at interview.
The Behaviours tested during the interview stage will be:
- Seeing the Big Picture
- Communicating and Influencing
- Working Together
- Managing a Quality Service
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 homeworking / remote.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Security Clearance LevelRequirement
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.
