Job summary
Salary & Grade: EO (National) £25,976-£30,264
We are seeking a highly motivated deputy office manager to oversee the office area in the virology department. The post holder will be supported by the Virology laboratory manager and a small team of office supervisors. All applicants must hold at least 3 years-experience in an office supervisory role.
The post holder will be expected to provide professional leadership for all members of staff for whom s/he is accountable. You will lead staff by example which will encourage the development of a positive attitude of each member of staff for the service and the patient.
The laboratory has a friendly atmosphere with a good team spirit and offers the opportunity for you to develop. The department is a designated IBMS training laboratory, has an extensive quality system in operation and is fully accredited.
Location
This is a lab-based role that will be located at Virology Department, 3rd Floor Clinical Sciences Building, MRI, Oxford Road, Manchester, M13 9WL.
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*
Working Pattern - Full Time The department requires staff to support the department in delivering a comprehensive Virology service over 7 days. Staff may be required to work a variety of shifts, including weekends, throughout the 24-hour period if appropriate to the post.
Main duties of the job
Responsibilities section:
- The job holder will be required to carry out the following responsibilities, activities and duties:
- Provide high level administrative support to the team, including diary management and travel arrangements
- Maintain a range of office management systems and processes
- Use the functions of MS Office including Excel spreadsheets, databases, Word, and PowerPoint
- Contribute to and propose changes and improvements to local office management systems
- Maintain an efficient system for managing sustainable development records
- Maintain an efficient system for managing UKHSA's staff security files
- Act independently on day-to-day issues and to use own judgement within the autonomy and limitations of the post
- Promote the adherence to policies and procedures of UKHSA, and to its values and behaviours
- Manage the timely return of data for HR purposes, to include sickness absence reporting, and any other relevant information requested
- Maintain effective records of departmental resources to meet the needs of internal and external audit
- Manage administrative systems for the directorate including staff amendment forms, sickness and annual / special leave.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
About us
Working for the UKHSA
For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)
Benefits
- 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 average employer contribution of 27%
- Range of health and wellbeing support
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices | 30 Hours Free Childcare, Tax-Free Childcare and More | Help with Costs | GOV.UK
Job description
Job responsibilities
Selection process details
Stage 1 Application and sift:
You will be required to complete an application form and a statement of suitability. This will be assessed in line with the advertised essential criteria please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
Stage 2 Interview
This competition will involve an interview either by video or face to face.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
Please be aware that you may be asked to undertake a test or presentation at interview.
Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to 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.
Expected Timeline:
Advert close: 23:55hrs on 29th October 2023 unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Shortlist: TBC
Interviews: TBC
Please note these dates could be subject to change.
Essential Criteria:
It is important through your application and Statement of Suitability of 1250 words that you give evidence and examples of proven experience of each of the following criteria:
Job description
Job responsibilities
Selection process details
Stage 1 Application and sift:
You will be required to complete an application form and a statement of suitability. This will be assessed in line with the advertised essential criteria please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
Stage 2 Interview
This competition will involve an interview either by video or face to face.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
Please be aware that you may be asked to undertake a test or presentation at interview.
Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to 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.
Expected Timeline:
Advert close: 23:55hrs on 29th October 2023 unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Shortlist: TBC
Interviews: TBC
Please note these dates could be subject to change.
Essential Criteria:
It is important through your application and Statement of Suitability of 1250 words that you give evidence and examples of proven experience of each of the following criteria:
Person Specification
Education & Qualification
Essential
- 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
- Communicate clearly and concisely both orally and in writing
- 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
- Line management skills
- Ability to use digital tools e.g. JIRA
Desirable
- Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
- Follow relevant policies, procedures, and legislation to complete your work.
Person Specification
Education & Qualification
Essential
- 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
- Communicate clearly and concisely both orally and in writing
- 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
- Line management skills
- Ability to use digital tools e.g. JIRA
Desirable
- Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
- Follow relevant policies, procedures, and legislation to complete your work.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
