Administrative Officer

Job description

Job responsibilities

• Operate and update a range of databases and computerised case management / surveillance systems. Input confidential data and information accurately and completely, using the correct formats.
• Deal with complex telephone enquiries and other communications re infectious diseases and incidents that may require a high degree of tact, diplomacy and confidentiality.
• Organising and supporting internal and external meetings where you will be expected to take minutes, both via Microsoft Teams and face-to-face.
• Provide comprehensive administrative support, including preparing and responding to routine correspondence, and diary management of one or more senior staff.

For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description.

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.

Selection process details

Stage 1 - Application & Sift:

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.

You will be required to complete an application form. You will be assessed on the below listed 9essential criteria, and this will be in the form of a:

• Application form(Employer/ Activity history section on the application

• 1500 word Statement of Suitability.

Longlisting: In the event a high volume of applications is received, an initial sift will be based on the essential criteria: Microsoft Office experience and call handling experience. Candidates who pass the initial sift will be progressed to a full sift.

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.

The CV and Statement of Suitability will be marked separately, and you must pass both to move forward to interview.

Please do not exceed 1500 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered.

Stage 2: Interview

You will be invited to a (single) face to face interview.

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

Interviews will be held in December, actual dates will be confirmed. Please note, these dates are subject to change.

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 office in Preston. 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)

Eligibility Criteria

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

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

Person Specification

Essential

Essential

• Educated to a level 2 qualification and/or relevant experience working at a similar level
• 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
• An understanding of an 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).

Employer details

Employer name

UK Health Security Agency

Address

County Hall

Preston

PR1 8XJ

Employer's website

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