Data Entry Clerk

Job description

Job responsibilities

Your duties will include:

Administrative Tasks

• Provide flexible administrative support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members, where appropriate to the post holders grade. In addition, staff will become familiar with the other duties of other teams in order to facilitate business continuity during times of emergencies or other pressures.
• Undertake general office duties as necessary, i.e. photocopying, post and organising stock.
• Assist with the packing and postage of survey supplies and vouchers.
• Deal with telephone enquiries and other communications.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Liaise with multi-disciplinary colleagues across UKHSA.

Financial Tasks / Management of Resources

• The post holder may be responsible for managing stock e.g. stationery and/or survey supplies.
• Liaise with the team EO to administer basic financial transactions on UKHSA systems, i.e. place orders and receipt goods/ services on the MAPs financial system.

Information Management / Information Governance

• Contribute to office systems and the overall efficiency of the directorate/Centre, i.e. maintaining contact databases, post, filing, and archiving duties.
• Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of electronic data files.
• Data processing and inputting onto databases and case management/surveillance systems.
• Adhere to office security systems, legislation, clinical governance and security of information 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 may include organising comprehensive filing systems and updating and maintaining spreadsheets in Excel

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 UKHSA Pulse and form part of the employment contract.
• All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours.
• The role holder may be expected to support corporate service activity as set out in the UKHSA Corporate Services Standard Tasks document.
• 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 is not an exhaustive list.

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 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, laboratory staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls to/from stakeholders and/or from members of the public.

Role criteria

Essential role criteria:

• Two or more GCSEs including English and Maths or equivalent qualification / or equivalent experience in a similar data entry role
• Experience in using Microsoft Office software i.e. Word, Excel and Outlook.
• Good literacy and numeracy skills.
• Use an appropriate method of communication for each person such as an email, telephone call or face-to- face, taking into consideration their individual needs.
• Follow the relevant policies, procedures and rules that apply to the job.
• Ability to be flexible and adaptable whilst working in a busy office.
• Commitment and ability to learn new skills.
• You are inquisitive, you seek out new information and look for new ways to develop yourself.
• You work well as part of a team and strive to ensure the team pulls together and is effective.
• An understanding of and commitment to equality of opportunity and good working relationships.
• Understand that bullying, harassment and discrimination are unacceptable.

Desirable role criteria

• Previous experience working in an office and/or reception environment.
• Understanding of data protection legislation.
• Show customers where to access relevant information and support that will help them to use services more effectively.
• Ability to cope with uncertainty and change.

Selection process

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

You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of:

• an application form (Employer/ Activity history section on the application)
• a 750 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.

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

Only those meeting all essential criteria will be taken through to shortlisting.Shortlisting: In the event of a large number of applications we will shortlist on:

• Experience in using Microsoft Office software (i.e. Word, Excel 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 and assessment.

Please do not exceed 750 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a face to face interview. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills and abilities will be tested at interview.

Interviews will be held week commencing xxxxx. Please note, these dates are subject to change.

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 at our Scientific Campus in Colindale.

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 Colindale.

Eligibility Criteria

External - Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

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 Counter Terrorism Check clearance.

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.

Person Specification

Application form and supporting statement

Essential

• Application form and supporting statement

Essential Criteria

Essential

• Questions on experience, knowledge and skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

UKHSA Colindale

London

NW9 5EW

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)