Administrative Officer

UK Health Security Agency

Information:

This job is now closed

Job summary

Are you interested in working for an organisation that protects the nation's health from infectious diseases and other hazards? If so, you might be the perfect candidate for one of our administrative officer roles at the United Kingdom Health Security Agency (UKHSA). We have vacancies at our Harlow and Mildenhall offices, where you will be part of a team that provides advice and guidance to the government and the public on how to prevent and respond to health threats.

The job holder will 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.

This role will require the post holder to have excellent data entry skills, a high level of administration experience, call handling experience, and be proficient in minute taking. This role will be on the Acute Response Cell and call triaging will be part of every working day, so a good telephone manner is required as the post holder will be speaking to health professionals and the public daily.

Main duties of the job

  • Provide comprehensive administrative support to teams and senior staff, including diary management, telephone enquiries, and communications that require tact, diplomacy, and confidentiality.
  • Action routine correspondence, prepare acknowledgements and response letters, and collate information and data to produce reports and documents that may be confidential and complex.
  • Assist with the dissemination and collation of information/returns for business operations in a timely manner and 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.
  • Assist with the procurement of goods and services in-line with UKHSA policies and procedures.
  • Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks.
  • Operate and update various databases and computerised systems, input data and information accurately and securely, adhere to clinical governance and information security, and assist in the effective use and maintenance of the office environment and systems.
  • The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive.

About us

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

Date posted

06 November 2023

Pay scheme

Other

Salary

£22,194 to £25,312 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

1UKHSA00849

Job locations

UKHSA Mildenhall

Mildenhall

IP28 7JX


Job description

Job responsibilities

We have several contracts available, including full time and part time permanent, and one part time fixed term maternity leave cover. The roles will be allocated to successful applicants in merit order, and unless the fixed term maternity leave cover is specifically requested permanent roles will be filled first.

This role can be worked from 2 different office locations. UKHSA Harlow (CM17 9TX) or UKHSA Mildenhall (IP28 7JX). Some hybrid working may be available, subject to line manager approval and business needs.

Salary Bandings:

Harlow (Outer London): £24,291 - £25,312

Mildenhall (National): £22,194 - £24,184

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Selection process details

STAGE 1 - APPLICATION & SIFT:

You will be required to complete an application form and a statement of suitability (500 words max). This will be assessed in line with the 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 by video.

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.

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 19th of November 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: w/c 20th November 2023

Interviews: w/c 4th December 2023

Please note these dates could be subject to change.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)

Nationality requirements

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.

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. People working with government assets must complete Basic Personnel Security Standard checks.

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.

Please Note

This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&Cs are found https://www.ukhsa.reed.com/

Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.

Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/

Complaint process:

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 UKHSA Public Accountability Unit via email:Complaints1@ukhsa.gov.uk. 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.

Job description

Job responsibilities

We have several contracts available, including full time and part time permanent, and one part time fixed term maternity leave cover. The roles will be allocated to successful applicants in merit order, and unless the fixed term maternity leave cover is specifically requested permanent roles will be filled first.

This role can be worked from 2 different office locations. UKHSA Harlow (CM17 9TX) or UKHSA Mildenhall (IP28 7JX). Some hybrid working may be available, subject to line manager approval and business needs.

Salary Bandings:

Harlow (Outer London): £24,291 - £25,312

Mildenhall (National): £22,194 - £24,184

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Selection process details

STAGE 1 - APPLICATION & SIFT:

You will be required to complete an application form and a statement of suitability (500 words max). This will be assessed in line with the 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 by video.

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.

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 19th of November 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: w/c 20th November 2023

Interviews: w/c 4th December 2023

Please note these dates could be subject to change.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)

Nationality requirements

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.

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. People working with government assets must complete Basic Personnel Security Standard checks.

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.

Please Note

This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&Cs are found https://www.ukhsa.reed.com/

Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.

Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/

Complaint process:

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 UKHSA Public Accountability Unit via email:Complaints1@ukhsa.gov.uk. 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.

Person Specification

Qualifications

Essential

  • Educated to Level 2 and / or equivalent experience working at a similar level.

Desirable

  • Educated to Level 3 and / or equivalent experience working at a similar level.

Knowledge and Experience

Essential

  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Experience handling sensitive and/or confidential data.
  • Talk to relevant people to get advice and information when unsure how to proceed

Desirable

  • Experience of arranging meetings and supporting events and taking minutes.
  • Experience of working in an office environment.

Skills, Capabilities and Behaviours

Essential

  • 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 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.

Desirable

  • Ability to prioritise own work and work with minimal supervision.

Equality and Diversity

Essential

  • An understanding of and commitment to equality of opportunity and good working relationships.
Person Specification

Qualifications

Essential

  • Educated to Level 2 and / or equivalent experience working at a similar level.

Desirable

  • Educated to Level 3 and / or equivalent experience working at a similar level.

Knowledge and Experience

Essential

  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Experience handling sensitive and/or confidential data.
  • Talk to relevant people to get advice and information when unsure how to proceed

Desirable

  • Experience of arranging meetings and supporting events and taking minutes.
  • Experience of working in an office environment.

Skills, Capabilities and Behaviours

Essential

  • 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 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.

Desirable

  • Ability to prioritise own work and work with minimal supervision.

Equality and Diversity

Essential

  • An understanding of and commitment to equality of opportunity and good working relationships.

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

UK Health Security Agency

Address

UKHSA Mildenhall

Mildenhall

IP28 7JX


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer details

Employer name

UK Health Security Agency

Address

UKHSA Mildenhall

Mildenhall

IP28 7JX


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

For questions about the job, contact:

Senior RPO Talent Specialist

Chloe Britten-Austin

UKHSA.recruitment@reed.com

Date posted

06 November 2023

Pay scheme

Other

Salary

£22,194 to £25,312 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

1UKHSA00849

Job locations

UKHSA Mildenhall

Mildenhall

IP28 7JX


Supporting documents

Privacy notice

UK Health Security Agency's privacy notice (opens in a new tab)