Job responsibilities
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 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.
Personal and Professional Development
- Undergo a programme of on-going development and education, including participating in the annual appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders.
Other
- In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these is available on UKHSA Pulse and form part of the employment contract.
- All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours
- All staff are expected to contribute to the delivery of corporate goals and objectives.
- The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
- As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
- This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
- The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team or Directorate and the Organisation.
PROFESSIONAL DEVELOPMENT
- Identify, discuss, and action own professional performance and training/development needs with your line manager through appraisal/individual development plan. Attending internal/external training events
- To participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.
KEY WORKING RELATIONSHIPS
The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA.
Essential criteria
- Educated to level 2 qualification (in English and Maths) and/or relevant experience working at a similar level in administrative/secretarial/business operations
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
- 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
- Ability to prioritise own work and work with minimal supervision
- Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
- Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
- Ability to handle telephone enquiries and receive visitors
- Ability to work well as part of a team
- You are inquisitive, you seek out new information and look for new ways to develop yourself
- An understanding of a commitment to equality of opportunity and good working relationships
Desirable criteria
- Experience handling sensitive and/or confidential data
- Experience of arranging meetings and supporting events and taking minutes
- Experience of working in an office environment
- Talk to relevant people to get advice and information when unsure how to proceed
Selection Process Details:
This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and/or skills and abilities outlined in the essential criteria.
Stage 1: Application & Sift
Competency based
You will be required to complete an application form. You will be assessed on the listed 10 essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
- 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
The pile 'meets all essential criteria' will proceed to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on:
- Educated to level 2 qualification (in English and Maths) and/or relevant experience working at a similar level in administrative/secretarial/business operations
- Ability to handle telephone enquiries and receive visitors
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 & 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 single face to face interview at our Chilton office, OX11 0RQ on 1st October 2025. This date may be subject to change.
Knowledge, experience, skills & abilities will be tested at interview.
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 hybrid working based at our Scientific Campus at Harwell Campus, Chilton, OX11 0RQ.We offer great flexible working opportunities at UKHSA and operate using a hybrid workingmodel where business needs allow. This provides us with greater flexibility about how andwhere we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, averaged over a month) based at our Scientific Campus in Chilton.
Security Clearance Level Requirement
Successful candidates must pass a disclosure and barring security check.
If based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. 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. In exceptional circumstances 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.
Selection Process
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.
Eligibility Criteria
External- Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Face to Face interviews
If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.
