Job responsibilities
PA Support
Provide comprehensive PA support to one or more senior members of the directorate as requested. This may include:
- Reading, monitoring and responding to emails
- Diary management
- Booking complex travel arrangements
- Preliminary drafting of correspondence and/or preparing presentations
- Carrying out basic research
Administrative Support
- Provide comprehensive administrative support to the Directorate Senior Leadership team.
- 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 corporate function processes.
- 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.
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Group
- 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 databases as required by the job using a variety of digital and IT applications.
- Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) 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.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
- Undertake project support where required, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools. This will include assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.
Financial and Resource Management
- Provide support and information to aid effective management of budgets, including overseeing the placement and/or orders for goods and/or stationery using the MAPs system, receipt goods and maintain log of expenditure.
- Support the end of year / monthly close down of accounts.
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, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health and Social care.
Personal and Professional Development
- Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
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 are available on Pulse and form part of the employment contract.
- All staff will adhere to UKHSAs values 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, Directorate and the Organisation.
Essential Criteria
- Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
- 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
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
- 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
- Follow relevant policies, procedures and legislation to complete your work.
- Ability to work without supervision working to tight and often changing timescales.
- An understanding of and commitment to equality of opportunity and good working relationships.
- Understand that bullying, harassment and discrimination are unacceptable.
Desirable Criteria:
- Ability to use digital tools
- Ability to use finance systems and support financial analysis for reports
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 9 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.
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
If longlisting is used, the pile 'meets all essential criteria' will proceed to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on the lead criteria of:
- Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.
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 & assessmentPlease 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 remote interview.
Knowledge, experience, skills & abilities will be tested at interview.
Interviews dates to be confirmed.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
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).
Location
This role is being offered as hybrid working based at any of our Core HQs. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where 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) working at one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London- Canary Wharf).
Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
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 Basic Personnel Security Standard.
