The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective administrative support service. 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.
Administrative Support
Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
Action routine correspondence, prepare acknowledgements and response letters as requested.
Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
Improve the quality of services and contribute to the improvement of the administration service.
To be 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.
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.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Main Duties Continued
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 are appropriately 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 / surveillance systems. Input data and information accurately and completely, using the correct formats consistently 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.
The above lists are not exhaustive
Personal and Professional Development
Undergo a programme of on-going development and education, including participating in the annual appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role.
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.
This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team or Directorate and the Organisation.
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 working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA.
Role Criteria and Other Requirements
Essential role criteria (including qualifications, licenses and registrations):
Educated to a level 2/GCSE Maths and English qualification and/or relevant experience working at a similar level within administration.
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 a commitment to equality of opportunity and good working relationships
Desirable role criteria:
Experience handling sensitive and/or confidential data
Experience of arranging meetings and supporting events and taking minutes
Experience of working in an office environment
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
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 a:
Application form (‘Employer/ Activity history’ section on the application)
Up to 1,000 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
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1,000 words. Please do not exceed 1,000words. We will not consider any words over and above this number.
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 CV. 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/GCSE Maths and English qualification and/or relevant experience working at a similar level within administration.
Ability to handle telephone enquiries and receive visitors
Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
Desirable criteria may be used in the event of a large number of applications/successful candidates.
If you are successful at this stage, you will progress to interview.
Feedback will not be provided at this stage.
Stage 2: Interview
You will be invited to a face-to-face interview at Fareham. 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.
Eligibility Criteria - External
Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Location
This role is being offered as hybrid working based at our office in Fareham .
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.
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 Basic Personnel Security Standard.
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.
