Job responsibilities
Administrative Support
- Provide comprehensive administrative support to the DevOps management team
- 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. Duties will include
- Supporting wider DevOps SLT with following duties
- Compiling and updating weekly SLT DevOps reports
- Managing onboarding and offboarding of internal and partner staff
- Booking passes and rooms for onsite meetings internally and with vendors
- Managing training requirements and leave booking for entire team
- 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 may include providing secretariat support to teams and other internal meetings and networks as required
- Minuting and taking actions for all SLT meetings
- Organising and coordinating all-hands meetings and sessions in wider townhalls and conferences
- Make use of tools and automation as needed to support administrative functions
- Chairing and organising participation in relevant internal working groups/projects, services and initiatives across the organisation representing DevOps
- Contribute to effective information management (including maintaining administrative and information resources, i.e. DevOps Jira/Confluence projects and pages) 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 SLT 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; 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
- Support the end of year / monthly close down of accounts
Essential skills:
- Educated to level 3 diploma or equivalent in relevant subject and/or equivalent experience
- Significant experience including:
- developing, implementing and maintaining office systems and handling sensitive information
- organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
- working in an administrative environment using computerised finance and procurement systems
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint, MS Teams.
- 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
- work without supervision working to tight and often changing timescales
- 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
- Follow relevant policies, procedures and legislation to complete your work
- Understanding the importance of information governance
- Understand that bullying, harassment and discrimination are unacceptable.
Desirable Skills:
- Experience working in a public-sector organisation
- Experience with Slack, Jira and Confluence.
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality 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.
Selection Process
Stage 1: Application & SiftThis vacancy is using Success Profiles, and will assess your Behaviours and Experience.
As part of the application process you will be asked to provide a Personal Statement / Statement of Suitability in no more than 500 words. We will be assessing 4 behaviours at sift. These 4 behaviours are:
Changing & Improving
Making Effective Decisions
Communicating & Influencing
Working Together
In your statement of suitability you should discuss how you meet these 4 behaviours as well outline your skills, experience, and achievements, providing evidence of your suitability for the role, with particular reference to the Experience criteria or the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the Employer/ Activity history section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history. This will be used in the sifting process and will be scored.
If you are successful at this stage, you will progress to interview
Stage 2: Panel Interview
All candidates who are successful at the sift stage will undertake a single video interview over teams. All applicants that progress to interview will be assessed on behaviours / experience / ability through Success Profiles.
Your performance will be assessed against the civil service behaviours detailed below:
- Changing and improving
- Making effective decisions
- Communicating & Influencing
- Working Together
Reserve List:
Candidates who pass the interview criteria but are not offered a post will be kept on a reserve list for 12 months and may be contacted if similar roles become available.
If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.
DBS - People working with government systems must complete Basic Personnel Security Standard (BPSS) checks which includes a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed for this role is BPSS however there may be a requirement for this role to be SC cleared and you should familiarise yourself with the criteria of security clearance.
This role is Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants. Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found athttps://www.gov.uk/government/publications/nationality-rulesThis job is broadly open to the following groups:
- UK nationals
- Nationals of Commonwealth countries who have the right to work in the UK
- Nationals of the Republic of Ireland
- Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of theEuropean Union Settlement Scheme (EUSS)
- Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- Certain family members of the relevant EU, EEA, Swiss or Turkish nationals
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.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Government baseline personnel security standard
Its important to note that there are currently exceptions to applications being considered if your conviction relates to any of the following:
- life sentences
- arson
- sexual offences
- hate and terror offences
Some departments will also consider the specific offence against the nature of the business, i.e., a conviction for fraud may rule you out for a finance role
Contact Details Sophie.Rigney@reed.com
