Job responsibilities
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate
- 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. 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 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 utilising SharePoint, Power Automate and Shifts 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 including Shifts, SharePoint and Power Automate
- 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 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
- 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 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
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
This list is not exhaustive and may be subject to change dependent on business need.
Essential role criteria:
- Ability to work without supervision working to tight and often changing timescales
- Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
- Ability to work well as part of a team and strive to ensure the team pulls together and is effective
- 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 use finance systems and support financial analysis for reports
- Ability to follow relevant policies, procedures, and legislation to complete your work
- Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes
- Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
- Experienced at working under pressure handling multiple tasks and prioritising own workload
- 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 role criteria:
- Ability to use digital tools e.g., JIRA
- Line management skills
Selection Process Details
Stage 1: Application & Sift This vacancy is using
Competency framework At sift stage you will be assessed against the essential criteria listed in the job advert. You will be required to complete an: Application form (Employer/ Activity history section on the application) Up to
750 word supporting statement Healthjobs UK has a word limit of 1500, but
your supporting statement must be no more than 750 word count. This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role. You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V please be advised you will not be able to upload your CV. Please do not email us a copy of your CV)
Longlisting: In the event of a large number of applications we may longlist into 3 piles of:
- Meets all essential criteria
- Meets some essential criteria
- Meets no essential criteria
We will take piles Meets all essential criteria through to shortlisting.
Shortlisting: In the event of a large amount of applications, we will sift on:
- Ability to work without supervision working to tight and often changing timescale
Please note feedback will not be provided at this stage.
Stage 2: Interview stage (competency based) You will be invited to a face to face interview. In exceptional circumstances, we may be able to offer a remote interview. Interviews will be held week commencing 17th December 2025. Please note these dates are subject to change. This vacancy is being assessed using the Competency framework. During the interview we will assess against the below:
- Knowledge
- Experience
- Skills and Abilities
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Additional Information
Eligibility to work in the Civil Service
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 office in Harlow. 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) in the office.
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.
Salary Information
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 to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
