Job responsibilities
Administrative Support
- Provide administrative support across the Directorate.
- Lead or act as a central coordinating point of contact for a range of business administration activities. This may include delegated lead responsibility for certain corporate function processes.
- 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. Referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings, events, production of reports, papers, minutes and updating action logs as required. Including providing secretariat support to teams and other internal meetings and networks as required.
- Support the development of systems and procedures 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 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
- Conduct basic research.
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 Microsoft 365, 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. Provide training, advice and support in own area of responsibility.
- Undertake effective line management of staff within area of responsibility.
- 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. 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, e-Bug partners, educators, project/research participants, research groups, 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 quarterly performance review process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role. Attending internal / external training events.
Other
- Adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA Pulse and form part of the employment contract.
- Adherence to the UKHSA Values, actively demonstrating the positive behaviours
- 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 list of duties is not exhaustive.
Essential criteria:
- You 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.
- Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
- IT skills and advanced Microsoft Office experience. Ability to use finance systems and support financial analysis for reports
- Follow relevant policies, procedures and legislation to complete your work.
- Ability to work without supervision working to tight and often changing timescales
- 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
- Understand that bullying, harassment and discrimination are unacceptable.
- 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
Desirable criteria:
- Line management skills
- Ability to use digital tools e.g. JIRA
Selection ProcessDetails
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 11 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 you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria. 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 complete the application form with as much detail as possible). Please do not email us your CV.
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. We will not consider any words over 1000 words.
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 used, the pile Meets all essential criteria will proceed to shortlisting.
Shortlisting:
In the event of a large number of applications we may conduct an initial sift, on the lead criteria of :
- 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
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 & assessment.
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
There will be a short technical test relating to your interpretation, accuracy and quality of work produced.
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 our Gloucester office. 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 our office in Gloucester.
Security Clearance Level Requirement
Successful candidates for this role must pass an enhanced disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.
Eligibility Criteria
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
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.
