Job responsibilities
Financial and Resource management
- Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.
Meetings and Events
- Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions areappropriately recorded.
- Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources.
Information Governance and Information Management
- Operate and update a range of databases and computerised case management / surveillancesystems. Input data and information accurately and completely, using the correct formatsconsistently with legislation, policies, and procedures.
- Adhere to clinical governance and security of information arrangements 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 will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders.
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 is 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
- All staff are expected to contribute to the delivery of corporate goals and objectives.
- The role holder may be expected to 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.
PROFESSIONAL DEVELOPMENT
- Identify, discuss, and action own professional performance and training/development needs with yourline 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 working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA.
This list of duties is not exhaustive.
Essential Criteria:
- Educated to a level 2 qualification in Business Administration and/or relevant experience working at a similar level
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
- 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 prioritise own work and work with minimal supervision
- Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
- Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
- Ability to handle telephone enquiries and receive visitors
- Ability to work well as part of a team
- You are inquisitive, you seek out new information and look for new ways to develop yourself
- An understanding of and a commitment to equality of opportunity and good working relationships
Desirable
- Experience handling sensitive and/or confidential data
- Experience of arranging meetings and supporting events and taking minutes
- Experience of working in an office environment
- The ability to talk to relevant people to get advice and information when unsure how to proceed
Selection Process Details (Competency based)
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
Competency Based
You will be required to complete an application form. You will be assessed on the listed 10 essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
- 750 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.
HealthjobsUK has a word limit of 1500, but your supporting statement must be no more than 750words. We will not consider any words over750words.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 in as much detail as possible). Please do not email us 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
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:
- Educated to a level 2 qualification in Business Administration and/or relevant experience working at a similar level
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
- Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
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 face to face interview. If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.
Knowledge, experience, skills & abilities will be tested at interview
During the interview, there will be an assessment of your grammar, along with your ability to take notes.
Interviews dates 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.
Location
This role is being offered as hybrid working based at our core HQ in Birmingham. 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. Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
Security Clearance Level RequirementSuccessful candidates must pass a basicdisclosure 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 Baseline 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. Please be aware that the salary is based on the office location.
Administrative Officer (AO)
£25,651-£27,220 (National)
