Job responsibilities
PA Support
Provide dedicated comprehensive PA support to one or more individual senior members of the directorate as requested. This may include:
- Reading, monitoring and responding to the manager's email
- Diary management
- Booking complex travel arrangement
- Preliminary drafting of correspondence on the manager's behalf and/or preparing presentations
- Carrying out basic research
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate
- 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 as required.
- 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 planning and organisation of meetings and events, including training events/workshops 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 Centre
- 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.
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. 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, in liaison with the Finance Business Partner, 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.
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 the UKHSA Values actively demonstrating the positive behaviours
- All staff are expected to contribute to the delivery of corporate goals and objectives.
- 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.
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
Essential criteria:
- Educated to A level (or equivalent) in a business management related subject
- Professional secretarial qualifications (NVQ4 Business & Admin or equivalent)
- Experience of working in a team
- Dealing with documents and correspondence of a confidential and/or sensitive manner
- Excellent organisational skills
- Ability to work under pressure and to strict deadlines
- Strong computer literacy including use of Microsoft office, specifically Word, Excel, PowerPoint and Outlook
- Ability to communicate both orally and in writing to a wide variety of people at differing levels, both internally and externally
- Pleasant and calm disposition. Resilient when under pressure, and sensitive and responsible to others who may be working under great pressure.
- Ability to deal with staff at all levels
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria:
- Experience of working in a scientific, health or education environment
- Experience of organising and managing events, particularly training events and/or workshops
- Experience of financial transaction and budget management
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 assessmentsYou will be required to complete an application form. You will be assessed on the listed 11 essential criteria, and this will be in the form of:
- An Application form (Employer/ Activity history section on the application)
- 1250 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 in 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:
- Educated to A level (or equivalent) in a business management related subject
- Strong computer literacy including use of Microsoft office, specifically Word, Excel, PowerPoint and Outlook
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.
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 (includingby definition internal applicants).
Location
This role is being offered as office based at our Scientific Campus in Colindale, London.
Please note: Hybrid working is not available for this role.
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 todemonstrateyou 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 LevelRequirement
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.
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.
