Job responsibilities
The main responsibilities of this role are:
- Coordinate administrative and operational tasks to support divisional workflows
- Maintain trackers, documentation, operational logs, and records to support internal processes
- Monitor shared inboxes, triage enquiries, and ensure timely responses or escalation
- Schedule meetings, prepare agendas, and support governancerelated administration
- Assist with recruitment coordination, onboarding activities, and workforce processes
- Contribute to reporting requirements by gathering information and preparing routine summaries
- Support the implementation of organisational policies and procedures to maintain compliance
- Escalate issues appropriately to senior staff and ensure workflows are maintained
- Provide general administrative support to managers and internal stakeholders as required
This is not an exhaustive list.
Essential criteria
- Educated to graduate degree level/NVQ6 level (or equivalent qualification) in social sciences, arts and humanities, science and engineering, public health or climate change; or equivalent experience in a similar role
- 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
- Communicate clearly and concisely both orally and in writing, taking 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
- 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
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
- 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
- An understanding of and commitment to equality of opportunity and good working relationships.
Desirable role criteria:
- Experience working in the public sector or a similar large organisation
- Line management skills
- Ability to use digital tools e.g. JIRA
Selection Process
This vacancy is using Success Profiles and will assess your behaviours.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed 13 essential criteria, and this will be in the form of:
- an application form (Employer/ Activity history section on the application)
- an 800 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.
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.
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 800 words. We will not consider any words over 800 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
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:
- 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
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
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.
Feedback will not be provided at this stage.
Stage 2: Interview
You will be invited to a remote interview. Interviews dates are to be confirmed.
Behaviours will be tested at interview.
The Behaviours tested during the interview stage will be:
- Managing a Quality Service (Lead behaviour)
- Delivering at Pace
- Working Together
- Communication and Influencing
- Making Effective Decisions
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 any of our Core HQs in Birmingham, Leeds, Liverpool or London (Canary Wharf).
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).
Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
In exceptional circumstances, UKHSA will consider requests from candidates who may prefer a homeworking arrangement.
Eligibility criteria
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 basic 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 Baseline Personnel Security Standard clearance.
