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Business Support Officer

UK Health Security Agency -
Horsham

Apply Now

Job details

Permanent | Part-time
£30,441 - £35,576 a year
12 days ago

Benefits

Company pension
Transport links
Pay rise

Qualifications

Jira
Microsoft Powerpoint
Microsoft Word
Microsoft Outlook
Microsoft Office
Financial analysis
Administrative experience
Presentation skills

Full job description

Details

Reference number

469699

Salary

£30,441 - £35,576

Per annum, Pro Rata

A Civil Service Pension with an employer contribution of 28.97%

GBP

Job grade

Executive Officer

Contract type

Permanent

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Job share, Part-time

Number of jobs available

Location
About the job
Benefits
Things you need to know
Apply and further information

Location

This role is being offered as hybrid working based at our core HQ in Horsham.

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).

About the job

Job summary

The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Working for your organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Job description

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 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 (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.

Person specification

Essential criteria:

Educated to Level 3 and / or equivalent experience working at a similar level
Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
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
Ability to use finance systems and support financial analysis for reports
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 follow relevant policies, procedures, and legislation to complete your work
Ability to work without supervision working to tight and often changing timescales
Ability to 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 criteria:

Ability to use digital tools e.g., JIRA
Experience working in a public sector organisation or other large organisations
Line management skills

Benefits

Alongside your salary of £30,441, UK Health Security Agency contributes £8,818 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides .

Learning and development tailored to your role
An environment with flexible working options
A culture encouraging inclusion and diversity
A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Selection process details

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 (12) 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 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 1,000 words. We will not consider any words over 1,000 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(s) Meets all essential criteria will proceed to shortlisting.

Shortlisting:
In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:

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.

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

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

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

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 Horsham.

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 Requirement
Successful candidates must pass a Standard 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.

Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf,
Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments
The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability
Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon
as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check
If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check
If successful for this role as one aspect of pre-employment screening, applicants personal details name, national insurance number and date of birth - will be
checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional
circumstances. Currently this is only for external candidates to the Civil Service.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

Name : Gurkamal Bhambra
Email : [email protected]

Recruitment team

Email : [email protected]

Further information

The law requires that selection for appointment to the Civil Service is on merit on the
basis of fair and open competition as outlined in the Civil Service Commission's
Recruitment Principles.
If you feel your application has not been treated in accordance with the Recruitment
Principles, and you wish to make a complaint, in the first instance, you should
contact the UKHSA Complaints team via email at: [email protected]
If you are not satisfied with the response you receive from the Department, you can
contact the Civil Service Commission. Visit the Civil Service Commission website for
further information: https://civilservicecommission.independent.gov.uk

Apply Now

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resources business partners jobs in poling, wsx

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Details

Reference number

Salary

Job grade

Contract type

Type of role

Working pattern

Number of jobs available

Contents

Location

About the job

Job summary

Working for your organisation

Job description

Person specification

Benefits

Things you need to know

Artificial intelligence

Selection process details

Security

Nationality requirements

Working for the Civil Service

Diversity and Inclusion

Apply and further information

Contact point for applicants

Job contact :

Recruitment team

Further information