Job responsibilities
Administrative Support
- Provide comprehensive administrative support
- Lead and act as a central coordinating point of contact for a range of business administration activities. Including delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team.
- Communicate and engage effectively with internal and external staff and stakeholders. Including dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
- Organising meetings and events and production of reports, papers, minutes and updating action logs as required. Including providing secretariat support to teams and other internal meetings and networks.
- 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 Centre.
- Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. Including developing and maintaining databases 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.
- Organise and control 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.
Project Support
- Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA.
- Assist and work 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, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the FARM 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.
- Undertake effective line management of staff (if applicable) within area of responsibility, including undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
- Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.
Communication and Key Working Relationships
- 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 for example, HR or Payroll.
- 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.
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
- 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
- Participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.
- 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 3 (or equivalent) in a business management related subject and / or equivalent experience working within a business support role
- Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
- Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
- 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
- Ability to use finance systems and support financial analysis for reports
- 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 follow relevant policies, procedures, and legislation to complete your work
- Ability to work without supervision working to tight and often changing timescales
- Ability to work well as part of a team and strive to ensure the team pulls together and is effective
- You are inquisitive, you seek out new information and look for new ways to develop yourself
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria:
- Ability to use digital tools e.g., JIRA
- Line management skills
Selection Process Detail
This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and skills and abilities outlined in the essential criteria.
Stage 1:Application & Sift Competency-based assessments
You willbe required to complete an application form. You will be assessed on the listed 12 essential criteria, this will be in the form of:
- An Application form (Employer/ Activity history section on the application)
- 1000 word Supporting Statement
This should outline how you consider your skills,experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
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.
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
Those falling into the 'Meets all essential criteria' pile will progress to shortlisting.
Shortlisting:
In the event of a large number of applications we will shortlist on the following 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 note
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.
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 remote interview.
Knowledge, experience, skills & abilities will be tested at interview.
Interviews dates are yet 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.
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 hybrid working based at our Regional Office in either Bristol, or Totnes.
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).
Salary
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able todemonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
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.
